Executive Assistant I

Agency

Department

TAMUT values excellence among its leadership, faculty, staff, and students and is committed to fostering a professional, respectful, and supportive university environment. We believe that a shared commitment to collaboration and mutual respect advances our mission and enables students and employees to thrive and achieve a strong sense of belonging and well‑being.

JOB SUMMARY:

The Executive Assistant I supports the Dean of the College of Engineering and Computing by providing effective and reliable administrative support; relieves the Dean of moderately complex administrative and business details; provides on-going guidance and recommendations regarding the improvement and/or implementation of institutional processes and projects; makes day-to-day decisions regarding office operations.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Oversees the day-to-day operation of the College, making operational decisions and providing assistance and direction to support staff and other direct reports.
• Opens, reads, and routes incoming mail. Provides appropriate information with correspondence to be answered by the Dean, maintains confidential and sensitive information. Prepares outgoing mail.  Processes, copies, and routes extensive and varied internal documents for Dean’s signature.
• Prepares correspondence under general instruction with responsibility for final output.
• Assists the Dean with meetings with various internal and external groups, including preparation of agendas and meeting materials and related documents; may include taking notes and minutes.
• In consultation with the Office of the Provost, prepares letters of appointment for faculty (all terms) including specialty letters for fourth year review, penultimate year, and non-renewal. 
• Prepares expenditure documents, reviews financial reports, and reconciles accounts.
• Prepares correspondence under own signature and assigns projects to relieve the dean for other priorities.
• Assists Dean and faculty in preparation, development and submission of new degree program proposals and related Academic Affairs documents.
• Maintains files and databases for the Dean including correspondence and other critical academic records.
• Maintains Dean’s calendar, schedules appointments, provides information to callers.
• Coordinates and arranges travel schedule, makes reservations, prepares travel applications, requests for transportation and vouchers for faculty, staff, and Dean.
• Assists the Office of Institutional Effectiveness, Research, and Planning with credentialing and other duties as assigned.
• Contributes to the effective team management of all relevant problems, issues, and opportunities. Serves as liaison and point of contact for administrators. Coordinates workflow and may supervise staff and/or student workers.
• This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

KNOWLEDGE, SKILLS & ABILITIES:

Minimum Qualifications

• Bachelor’s degree in applicable field or equivalent combination of education and experience.
• Three (3) years of related experience.
• Knowledge of word processing, spreadsheet, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organizational skills.

Preferred Qualifications

• Texas state agency and/or higher education experience
• Five (5) years’ administrative experience
• Ability to think critically
• Familiarity with general office equipment
• Experience with Microsoft Office 365 applications and Desktop publishing
• Experience with Canopy, Concur, FAMIS, DocuSign, and/or Workday
• Excellent interpersonal skills, including experience working with diverse populations

Other Requirements

• Ability to work beyond normal business hours
• Ability to organize and set priorities, meet deadlines, maintain records, pay strict attention to detail, interpret, and prepare reports and compose memoranda and letters
• Excellent communication skills, including grammar, spelling, punctuation, office procedures and proofing
• Must be reliable and able to maintain confidentiality
• Must be able to promote a positive work environment and establish a positive rapport with faculty

SUPERVISION OF PERSONNEL:

This position may supervise employees.

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/Veterans/Disability Employer.