Executive Assistant
Texas State University

Job Info

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Posting Number:

2025205

Posting/Functional Title:

Executive Assistant

University Pay Plan Title:

Executive Assistant

Location:

San Marcos

Department:

VP Student Success

Recruitment Type:

University Employees Only

Job Type:

Full-Time

Funding Source:

Permanent

Monthly Salary:

$6,000-$6,250

Job Category :

Exempt

Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.:

• High School Diploma or equivalent
• At least 5 years of progressive experience in providing advanced support in a professional office environment.
• Highly detail-oriented with outstanding organizational and time management skills.
• Experience maintaining calendars and schedules.
• Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations.
• Ability to adapt rapidly to changing priorities and deadlines.
• Excellent written and verbal communication skills.
• High level of proficiency with Microsoft Office programs, including Outlook, Excel, Word.
• Demonstrated problem-solving and critical thinking skills.
• Ability to gather, coordinate, and compile data as needed for special projects.

Preferred Qualifications:

• Bachelor's Degree
• Experience working at an institution of higher education
• Incorporate commonly utilized technological tools and platforms into one's work.
• Familiarity with Adobe Sign, SAP, Qualtrics, Concur and Teams software.
• Budget management experience utilizing spreadsheets for budget preparation and monitoring.
• Experience in budgeting, purchasing, travel arrangements, processing travel reimbursements, and accounting processes within a university organization.
• Expert in Microsoft Office software, including Excel, Word, Outlook, and PowerPoint.

Job Description:

The Executive Assistant provides high-level administrative support to the Vice President for Student Success (VPSS). This role involves managing complex schedules, coordinating high-profile events, overseeing communication, and handling sensitive information with discretion. The Executive Assistant ensures the smooth operation of the VPSS office and plays a critical role in facilitating communication and coordination within the Division of Student Success, planning and executing the activities of the OVPSS, and ensuring division tasks and projects are completed in a successful and timely manner.

Job Duties:

• Manage and maintain the VPSS's calendar, including scheduling meetings, appointments, and travel, anticipating conflicts, and ensuring all necessary materials are prepared and distributed. Exercise discretion in committing time and evaluating needs.
• Prepare, proofread, and manage correspondence and documents for the VPSS, including letters, reports, and presentations.
• Facilitate phone calls and coordinate communication between the VPSS and the President's office.
• Book travel and prepare expense reports, using Concur to coordinate travel logistics such as hotel bookings, flights, and rental cars.
• Serve as OVPSS time administrator.
• Serve as OVPSS key administrator.
• Coordinate Regent Student Scholar Application process.
• Facilitate DSS Professional Development grant funding process.
• Facilitate DSS Chartwells donation funding process.
• Maintain files and records systems.
• Serve as a liaison between the VPSS and internal and external stakeholders, including President and Cabinet Member offices. This includes receiving and screening phone calls, general office emails, and greeting visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Serve as the key point of contact for Maxient Appeals for Student Conduct, Title IX Appeals, and other compliance processes.
• Serve as the liaison to the TSUS Public Information coordinator to assist with open records requests.
• Monitor, respond to, delete, or forward messages from the VPSS and Student Success mailboxes to the appropriate staff, ensuring efficient communication.
• Provide human resource operational processing for the OVPSS and occasionally other Division of Student Success units.
• Support leadership level search administration, to include scheduling interviews (virtual and in person), scheduling rooms, coordinating travel, and preparing reimbursement.
• Provide support for onboarding new staff at the AVP level.
• Oversee daily operations of OVPSS office accounts; provide regular reports of budget and actual expenses.
• Oversee PCard transactions and monthly reconciliation for VPSS accounts.
• Plan and execute high-profile events and activities for the OVPSS, including the Fall Advance, Spring Advance, and Student Leader BBQ Fall Reception.
• Coordinate events where the President or VPSS plays a role, managing logistics such as space, food, and supplies.
• Organize and manage the Regents' Student Scholar Reception if a TXST student is awarded the scholarship.
• Serve as administrative back-up for processes in the OVPSS.
• Actively participate in departmental programs and projects designed to support the mission and goals of the university, division, and department.
• Serve on committees and teams, as assigned.
• Other duties as requested or required, whether or not specifically mentioned in this job description.

Job Open Date:

12/17/2024

Job Close Date (posting closes at midnight):

12/20/2024

Open Until Filled:

No

Normal Work Days:

Monday, Tuesday, Wednesday, Thursday, Friday

Normal Work Hours Start:

8:00AM

Normal Work Hours End:

5:00PM

Posting Notices:

You will be required to electronically attach a resume and cover letter to your application.

Legal and Required Notices:

Texas State University is an Equal Employment Opportunity/Affirmative Action Employer.

Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.

Why work @ Texas State? :

* Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!
* Generous paid time off: vacation, holidays, sick days and many more!
* Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program
* Great training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs.
* An inclusive Bobcat community: join our many social networks offered on and off-campus
* Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions


By joining the Texas State Bobcat team, you'll be a part of one of the most beautiful, diverse, and growing universities in the nation.

Quick Link:

https://jobs.hr.txstate.edu/postings/50860

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