What are the responsibilities and job description for the Executive Assistant to the Dean position at Texas A&M University-Commerce?
Job Title
Executive Assistant to the Dean
Agency
East Texas A&M University
Department
Dean - Chssa
Proposed Minimum Salary
Commensurate
Job Location
Commerce, Texas
Job Type
Staff
Job Description
INSTRUCTIONS TO APPLICANT:
During the application process the “My Experience” page has a section provided “Attachments (Resume/CV, References, Cover letter, etc.)” to upload required documents.
- Use the Upload button to add each document.
- You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
- All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
- Incomplete or improperly submitted applications may be excluded from consideration.
Please provide the following documents:
- Cover Letter
- Resume/CV
- Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
-
Transcripts (Unofficial will be accepted with application. Official transcripts are required at time of verbal offer).
If transcripts are from an international institution, it is the responsibility of the applicant to have the transcripts translated and evaluated by an approved credential evaluator.
Please do not withdraw your application in an attempt to upload a missing document. If you need assistance with this or any other matter, please contact us at
HR.Hiring@tamuc.edu
.
SUMMARY:
The Executive Assistant to the Dean, under direction, provides direct administrative support to the Dean, or similar level position/office, including special events, projects, initiatives, and programs. Provides leadership in planning, directing, and evaluating departmental operations. Functions as a high-level departmental liaison to customers, represents the college on committees, and maintains interactions with high-ranking officials within and outside of the University. Sought is a person who thinks creatively; who is committed to learning, understanding, and improving; who is a leader and who leads with discretion, positivity, and integrity.
Responsibilities:
Executive Assistant
- Act as the liaison and point of contact for the Dean.
- Provide high-level complex administrative support to the Dean, including drafting and managing correspondence and communications, scheduling appointments, and managing calendar, coordinating travel, compiling reports, maintaining records and other documentation and managing projects,
- Conduct research for and briefs the Dean prior to meetings and events, reviews scripts and participate in rehearsals, if needed.
- Ensure that the Dean and Associate Deans are staying up to date and meeting deadlines, by maintaining detailed records and monitoring assigned tasks, clearly communicate any possible conflicts and anticipated issues.
- Create presentations, prepare reports, prepare agenda for meeting and taking notes regularly throughout the meeting and transcribe minutes.
- Act as the Dean’s gatekeeper, managing access to his time by others.
- Perform other duties as assigned.
Office Manager
- Organize college events such as opening week meetings, pre-commencement activities, college alumni events and faculty/staff social and receptions.
- Plan for office renovation and recommend improvements of offices and office furniture. Manage office space assignments, making sure the space plans of all college buildings are updated.
- Make arrangements for dignitaries and other distinguished visitors, as well as potential employees visiting the campus and welcomes them on behalf of the Dean.
- Identify and recommend improvements for administrative procedures and make evaluative judgments in implementing changes. Assist in the resolution of complex, highly sensitive, and confidential administrative matters.
- Budget control and oversight of up to $50,000/year toward college events, distinguished guests, and office renovations.
- Serve on various college, university, and system committees.
Personnel Management
- Direct supervision of Graduate Assistants.
- Oversee student workers and department lead admins in the college.
- Approve time off and timesheets of direct reports.
- Evaluate performance of direct reports as well as department lead admins.
- Participate in salary reviews and make recommendations for promotions and professional trainings.
- Monitor and coordinate staff workflow, delegate and distribute tasks.
- Develop and train new staff members.
- Lead support for faculty and staff searches, recruitment, and hires.
- Process promotions, compensation changes, position reviews, terminations, resignations, and retirements.
Key Processes
- Project manage key processes on behalf of the College, including budget, personnel (including evaluation and supporting searches), curriculum, and more, always in compliance with University, System, State, and Federal policies.
- Manage the Pre-tenure, Promotion and Tenure and Post-tenure process, ensuring all University and College rules and timelines are followed.
- Maintain college committee roster.
- Coordinate college representation in various university committees.
- Update and manage Emergency Management Plans and Emergency Contact List.
MINIMUM REQUIREMENTS:
-
Education: Bachelor’s degree.
Experience/ Knowledge/ Skills: Three (3) years of related experience. Knowledge of word processing, spreadsheet, and database applications. -
Additional education/experience may be considered for the minimum requirements.
- Associate’s degree and five (5) years of related experience OR
- Master’s degree and one (1) year of related experience.
- Abilities: To work on projects and set deadlines to establish goals and workload priorities. Strong interpersonal, time management and organizational skills. Demonstrated proficiency with communication (verbal and written) with the ability to effectively prepare, proof, and edit correspondence and administrative reports. Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). Ability to work efficiently with minimum supervision, exercise independent judgement and personal initiative. Ability to work well with all levels of internal staff as well as outside stakeholders, volunteers, and staff. Ability to function effectively in a fast-paced environment with frequent interruptions. Excellent ability to plan, remain organized, and attention to detail. Knowledge of administrative and office management principles and practices. Ability to understand, interpret, and apply rules, regulations, policies, and procedures.
- Licensing/Professional Certifications: None
- Physical Requirements: None
- Other Requirements: None
PREFERRED EDUCATION / SKILLS/ EXPERIENCE:
- Four (4) more years of experience in higher education and executive level office setting.
- Experience with Canopy, AggieBuy, Concur, Workday, Banner, and other relevant software.
- Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, and Outlook).
SUPERVISION OF OTHERS:
Graduate students; student aides.
This position will remain posted until filled. The first date of consideration for this position will be January 31, 2025
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.
Salary : $50,000
