Senior Administrative Assistant - Faculty Affairs

TITLE

Senior Administrative Assistant, Faculty Commons

JOB SUMMARY

Provides principal administrative support to the Faculty Commons. Responsible for clerical and office management duties, serving as the frontline communicator for the office. Assists with records and data management, and event and program support. Performs both standardized and non-standardized work requiring independent judgment to set priorities, maintain records, and support faculty, staff, and administration.

Work is performed under general supervision and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Director of Budgets and Faculty Records

Supervises: May supervise or provide direct instruction to one of more clerical staff members

ESSENTIAL DUTIES - May include, but not limited to the following:

• Serves as frontline communicator for the office, managing the Faculty Commons central phone line and email inbox, as well as inquiries from faculty, staff, and the public.

• Provides general clerical support, including scanning, shredding, and copying.

• Enters and maintains confidential records and supports management of shared drives, including organization, duplication removal, and file standardization

• Supports faculty in using the Watermark application

• Maintains calendars for general events and appointments for Faculty Commons.

• Orders and organizes office supplies and refreshments for Faculty Commons areas across campuses.

• Maintains e-mail listservs for relevant faculty audiences.

• Provides travel planning and reimbursement support for Faculty Commons administrative staff.

• Collaborates and liaises with faculty, administrators, and student employees to support ongoing office functions.

• Assists with the setup, breakdown, and preparation of materials for Faculty Commons events.

  
  

ADDITIONAL DUTIES

• Performs other duties as requested.

  
  

EDUCATION

High school diploma or equivalent required. Some college coursework preferred.

EXPERIENCE

Six years of progressively responsible clerical experience. Additional job-related education may substitute for the required experience on a year-for-year basis.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of standard office practices, records management, and clerical procedures.

• Ability to organize work effectively, prioritize tasks, and exercise independent judgment.

• Ability to establish and maintain effective working relationships with faculty, staff, students, and the public.

• Skill in interpersonal communication and collaboration with diverse stakeholders.

• Skills in verbal, written, and electronic communication.

• Skill in using personal computers, Google applications, office equipment, and university systems.

• Ability to effectively utilize technology and administrative systems to support operational and organizational needs.

  
  

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman’s University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate’s ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman’s University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov .