Department
Finance And Administration
Proposed Minimum Salary
Commensurate
Job Location
Corpus Christi, Texas
Job Type
Staff
Job Description
DESCRIPTION:
The Executive Assistant II, under minimal supervision, performs advanced professional administrative support for the Vice President for Finance and Administration (VPFA). This position maintains high-level interactions with the campus community and assists with highly confidential and time-sensitive administrative and academic matters. Handles the purchasing, travel, expense/invoicing, and event support. Exercises discretion and independent judgment with respect to matters of significance.
DUTIES & RESPONSIBILITIES:
Provides complex administrative support for the Vice President for Finance and Administration (VPFA) including promoting a positive image of the University, the F&A Division, and the President's Office by greeting all visitors to the President's suite.
Provides excellent customer service via the phone and email including referring/directing inquiries or problems to the appropriate office or person.
Supervises a student worker, implements, and monitors their work schedule, and coordinates/delegates tasks, as appropriate.
Maintains VPFA's calendar and schedules all appointments and meetings - including obtaining meeting background information, determining appropriate location, date/time, and length. Prior to meetings, disseminate any meeting materials and take and disseminate meeting minutes.
Maintains pending items for the VPFA, monitors deadlines, monitors materials awaiting action, and follows up with individuals as appropriate.
Maintains filing system and division records and serves as Record Retention Coordinator for the VPFA Office. Coordinates with the University Record Retention Office with respect to the destruction of office records in accordance with the Texas A&M University System Records Retention Schedule.
Plans and coordinates logistical and administrative support for meetings, forums, or other special functions and provides on-site support, as needed.
Responsible for office procurement and pro-card expense processing for purchases while ensuring compliance with the established guidelines, state regulations, and University policies.
Arranges all travel for the VPFA using the University provided travel tools and in compliance with travel policies. Processes pre travel and post travel associated expense reports in a timely manner.
Oversees inventory control for the VPFA office and maintains office supplies, organization, and equipment. Submits annual inventory following established timelines.
Serves as office key/access coordinator.
Drafts and proofs correspondence and presentations. Prepares from notes/instructions and proofs for grammatical and syntax errors prior to signature.
Point of contact for all F&A Division campus announcements, prepare/proofread/edit all F&A Division campus announcements prior to sending out, proofread/edit Staff Council Newsletter as well as F&A Division Newsletter prior to sending out.
Point of contact for copier in President's Suite, submits service equipment requests as needed, order supplies (paper, toner, etc.) as needed.
Understands, stays abreast of, and adheres to System policies and University procedures and procedures to manage operations effectively and efficiently.
Provides occasional administrative support for the Chief Ethics and Compliance Officer.
Contributes to the overall success of the VPFA Office and University by performing other essential duties and responsibilities as assigned.
Assist VPFA in Incident Command administrative support and assist other offices in the suite as needed.
Perform other duties as assigned.
MINIMUM QUALIFICIATIONS:
Bachelor's degree or equivalent combination of education and experience.
Four years of related progressive administrative experience.
Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Interpersonal and communication skills. Strong planning and organizational skills.
Ability to complete tasks with minimal supervision and work cooperatively with others.
Ability to work with sensitive information and maintain confidentiality.
PREFERRED QUALIFICATIONS:
Prior administrative support experience in higher education.
PAY RANGE:
$50,000 - $60,000/annual
All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.
Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.