Job Information
Texas A&M University Executive Assistant I in United States
Job Title
Executive Assistant I
Agency
Texas A&M University Health Science Center
Department
Pharmacy - Academic Support
Proposed Minimum Salary
Commensurate
Job Location
Kingsville, Texas
Job Type
Staff
Job Description
What we believe
Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values (https://www.tamu.edu/about/coreValues.html) which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.
Who we are
As one of the fastest-growing academic health centers in the nation, the Texas A&M University Health Science Center encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.
What we want
The College of Pharmacy is looking for an Executive Assistant I to serve as a member of the Student Affairs team. We desire an individual who subscribes to and supports our commitment as stated above. The successful applicant will bring an expert level of experience to the position and understand the demands of supporting executives in a fast-paced environment. This person must be professional, enjoy working in a high-volume environment and be able to apply strong organizational skills while being flexible in their daily routine. If this is you, we invite you to apply to become a member of our team.
What you need to know
Salary: Compensation will be commensurate to selected hire’s experience.
Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section
Required Education and Experience:
Bachelor’s degree in applicable field or equivalent combination of education and experience
Three years of related administrative experience
Required Knowledge, Skills, and Abilities:
Ability to multitask
Work cooperatively with others
Preferred Qualifications:
2 years experience with departmental finance (purchasing and allocations)
2 years business office experience with A&M System Policies and Procedures
2 years experience with event planning
Experience understanding FERPA
Essential Duties/Tasks
Operational
Coordinates, manages, and directs the day-to-day operations of the College of Pharmacy Office of Student Affairs. Anticipates needs, makes decisions, and follows through on the daily activities and communication needs of the Office.
Prepares microcomputer applications, including internal and external correspondence and spread sheets; enters data; and provides data management needs as required or assigned.
Handles routine correspondence with individuals without direct supervision.
Is responsible for the retention and security of essential, operational, fiscal and other records/reports for the office.
Provides excellent customer service to faculty, students and potential students of the College with regard to student affairs, admissions, scholarships, and student organizations.
Performs administrative duties to assist the Assistant Dean of Student Affairs with all operations related to the PharmD Scholarship Process.
Performs administrative duties to assist the Assistant Dean of Student Affairs with all operations related to PharmD Student Organizations. This includes training student leaders and reviewing all risk and compliance documents for each organization prior to approvals.
Uses initiative, judgment, and experience to perform/relieve the Assistant Dean for Student Affairs and other members of Office of many routine and administrative matters;
Assists in developing and/or implementing new or already-established office procedures in the HSC-COP.
Keeps/assists in keeping administrative records and prepares required reports for the Assistant Dean for Student Affairs; cross-trains to learn duties and/or assists in other College staff offices during peak periods.
Supervises and assists in training of office student workers to answer telephone, take messages, or other duties.
Interacts with the following as required: academic departments and other units of the College; TAMU Office of Student Affairs and other HSC Central Administration Offices; THE Coordinating Board; other administrative offices including national and state professional organizations or governmental agencies.
Coordinates travel arrangements and prepares itineraries, vouchers, and reimbursements for the Assistant Dean of Student Affairs.
Departmental Finance, Purchasing and Allocations
Reviews financial tasks/responsibilities in FAMIS, CANOPY, and AGGIEBUY
Processes department payments to vendors.
Maintains equipment and supply needs listing; makes requests for equipment repairs and needs to appropriate university/HSC units as needed (e.g., campus security, computing center, physical plant); approves and sign for College equipment and other deliveries; receives mail, determines correct disbursement of each item.
Performs administrative duties to assist the Assistant Dean of Student Affairs with all operations related to PharmD Scholarships and Student Organizations. This includes managing accounts and budgets related and communicating with students with related guidance.
Events and Planning
Coordinates, schedules, and oversees various events for the Office of Student Affairs such as the annual BBQ for incoming students.
Coordinates planning for meetings and special events for the Office to include providing fiscal and physical planning and implementation, as well as scheduling, making arrangements for guest speakers and trainers, planning, functions, supervising the events, and related pertinent details.
Why Texas A&M University?
We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.
Health (https://www.tamus.edu/business/benefits-administration/medical/) , dental (https://www.tamus.edu/business/benefits-administration/dental/) , vision (https://www.tamus.edu/business/benefits-administration/vision-insurance/) , life and long-term disability insurance (https://www.tamus.edu/business/benefits-administration/life-add/) with Texas A&M contributing to employee health and basic life premiums.
12-15 days (https://employees.tamu.edu/employee-relations/leave/index.html) of annual paid holidays.
Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/sick.html) and at least eight hours of paid vacation each (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html) month.
Automatic enrollment in the Teacher Retirement System of Texas.
Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/) .
Professional Development: All employees have access to free LinkedIn Learning (https://linkedinlearning.tamu.edu/) training, webinars, and limited financial support to attend conferences, workshops, and more.
Employee Tuition Assistance (https://livingwell.tamu.edu/employee-tuition-assistance/) and Educational Release time (https://employees.tamu.edu/employee-relations/leave/paid/educational.html) for completing a degree while a Texas A&M employee.
Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.
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.