Awards Programs Assistant

Description

Through our shared values and culture of professional team service, we engage and inspire the Aggie Network to support Texas Aggies and perpetuate the Aggie Spirit. We seek an individual to join a highly motivated team in selflessly advancing The Association of Former Students’ noble mission by assisting with the administration of The Association’s awards programs and providing administrative support to the Vice President of Facilities.

DUTIES

Administrates the Distinguished Alumnus Awards nomination and selection process, as well as all details related to honoring new Distinguished Alumni recipients, including surprise announcements and recognition at the annual Distinguished Alumni Gala:

• Prepares quarterly budgetary documents to Accounting on variances and annual forecasting. 
• Administrates the web-based nomination process. 
• Distributes materials to selection committees. 
• Provides logistical support to recipients’ families, University leadership, and Association staff for surprise announcements.
• Communicates with Distinguished Alumni in preparation for Distinguished Alumni Gala and other events during Fall Recognition Weekend.
• Collects information from Distinguished Alumni for publication on internal and external channels, including Texas Aggie magazine, video vignettes, The Association’s Tribute Wall, and the video screen at Kyle Field. 
• Orders and prepares appropriate gifts and recognition items. 
• Serves as primary liaison for Fall Recognition Weekend to Distinguished Alumni and their families, including coordination of logistics, accommodations, Distinguished Alumni guest lists and guest tables. 
• Schedules and attends videographer’s biographical interviews with Distinguished Alumni and supporting interviews with friends and family. 
• Collects and scans photographs. 
• Coordinates tailgate event with Office of the Chancellor of The Texas A&M University System. 
• Coordinates with Board of Regents staff to arrange special recognition on Kyle Field. 
• Identifies Gala sponsorship prospects related to the awardees. 
• Maintains Distinguished Alumni content on AggieNetwork.com and The Association’s Tribute Wall.
• Administrates other Association award programs that recognize former students, students, faculty and staff of Texas A&M University.
• Coordinates and facilitates 12 Under 12 Award nomination and selection process, including activities to honor the recipients, collaborating with the Coordinator of Young Alumni Programs as appropriate.
• Collaborates with the university regarding the selection and recognition of The Association’s student awards, including for example the Buck Weirus Spirit Award, Gathright Phi Kappa Phi Dean’s Excellence Award, Gathright Phi Kappa Phi Outstanding Junior Award, Distinguished Graduate Student Award, Graduate and Professional Student Government’s Core Value Award, and Student Employee of the Year Award. 
• Collaborates with the university regarding selection and recognition of The Association’s faculty and staff awards, including for example the Distinguished Achievement Awards (University and College levels), President’s Meritorious Service Award, ROTC Cadre Award, Randy Matson ’67 Association of Former Students Award, Tradition of Excellence Award, Keys to Excellence Award, and the Gail W. and David P. Marion ’65 Teaching Award in Memory of Dr. Richard C. Potts ’45.
• Facilitates all aspects of recognition for award recipients as well as presentation of awards (i.e. ordering awards, creating certificates and congratulatory letters and coordination of award presentations).
• Supports The Association’s Events team and Texas A&M’s International Outreach Office on selection and recognition of Outstanding International Alumnus. 
• Available to work in the office from 8 a.m. to 5 p.m. weekdays with some irregular hours during evenings and weekends to support Association events.
• Ability to travel for Association business, including occasional overnight stays.

Provides technical, responsible and confidential administrative assistance for the Vice President of Facilities:

• Performs confidential administrative duties and event logistics for Vice President. 
• Greets visitors and provide logistical support when necessary. 
• Produces and distributes emails, letters and other forms of correspondence. 
• Assists in production of reports, spreadsheets, and presentations. 
• Proofreads and edits. 
• Schedules meetings and always keeps Vice President’s calendar current.
• Processes expenses reports, invoices and quarterly budget for Vice President’s approval. 
• Receives and directs inquiries to appropriate internal or external resources. 
• Takes notes during and prepares minutes for Board-related committee meetings. 
• Supports special events including luncheons, field trips, reunions, campus tours and tailgate parties. 
• Completes preventative maintenance logs and state registration for Association vehicles, schedules and records auto repairs, and provides documentation for insurance filing. 
• Maintain mileage logbooks. 
• Provides office support for other administrative assistants, receptionists or staff. 
• Organizes and purchases general office supplies. 

Participates in and provides input on various Association-wide activities:

• Actively engaged with culture, engagement, and fundraising goals.
• Support for Board and Leadership Council meetings.
• Participates in internal event teams and task committees.
• Participates in Association events, which may include Aggie Muster, Aggie Ring Day, All-Aggie Grad Party, All-Aggie Hullabaloo, Distinguished Alumni Gala, Reunions, Pass It Back Day, Thank an Ag Day, All-Team Meetings, gameday receptions, and others as required.

Serves as an ambassador for The Association:

• Meets our Team Expectations.
• Supports The Association’s marketing, communications, and branding initiatives.
• Fosters relationships with students, former students, faculty, staff, and friends of Texas A&M. 
• Attends external events in support of the Vice President or on behalf of The Association, as directed.

Other duties as assigned: 

This description of expected duties is neither all-inclusive nor permanent. Employees may be required to take on different or additional duties without notice.

TEAM EXPECTATIONS

The Association of Former Students is a team, and each member of the team is important to the overall success of the organization. To achieve our goals and mission, each team member will:

• Display a positive, customer-focused attitude and treat all individuals with courtesy and respect.
• Manage each customer experience with the highest level of service and enthusiasm. Seek opportunities to exceed expectations and develop lasting relationships.
• Make innovative contributions by proactively challenging current practices and suggesting and implementing improvements.
• Contribute to our team environment by being a productive, supportive and reliable teammate. Take responsibility for their actions and the outcomes produced.
• Lead with a positive example and in doing so, inspire others to fulfill the expectations of our team.

Requirements

KNOWLEDGE, SKILLS & ABILITIES

Required: Sound judgement and utmost discretion. The successful candidate for this position will have demonstrated accuracy and attention to detail in past roles, along with strong organizational and time management skills.  Strong written and oral communication skills. Experience organizing concurrent projects and managing time, working with a variety of unique personalities and individuals in an environment of rapid change and numerous deadlines. Interpersonal skills and professional demeanor that works successfully with students, faculty, colleagues, as well as high visibility VIP’s. Proficiency with standard office equipment and software including Microsoft Word, Excel, and Outlook. The ability to sit or stand at a desk and work on a computer for prolonged periods, or to sit in a vehicle while traveling. Ability to carry objects up to 20 pounds. The role requires a Texas driver’s license and ability to safely operate a motor vehicle. 

Preferred: Familiarity with Texas A&M and its history, traditions, and values.

OTHER REQUIREMENTS

Strong commitment to the vision and mission of The Association of Former Students, with the ability and desire to advocate for the organization and Texas A&M University. High energy level, intrinsic motivation, and a strong desire for learning and growth. 

EDUCATION, TRAINING & EXPERIENCE

Required: High school graduate or equivalent combination of training and experience. Two years as an Administrative Assistant or equivalent.

Preferred: Bachelor’s degree from Texas A&M University. Three or more years as an Administrative Assistant.

SUPERVISION

Received: Vice President for Facilities.

Given: None.