Executive Administrative Assistant

Special Instructions
Dear Applicant,

The South Texas College Office of Human Resources will not be held responsible for redacting any confidential or sensitive information from the documents that you attach to your application. Confidential and sensitive information include the following:

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• Applicant Photos
   

* A redaction guide can be found by clicking here.

Please make sure that you omit this information from your application prior to submission. We are advising you that the Office of Human Resources will be forwarding your application to the hiring department as per your submission.

Transcripts
Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts
Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

Job Description

Department: Institutional Advancement and External Affairs

General Statement of Job

The Executive Administrative Assistant is responsible for a wide variety of administrative functions, including providing calendar management, mail processing, file management, word processing, and general administrative support and special project works. The Executive Administrative Assistant serves as a liaison between the Vice President for Institutional Advancement and External Affairs and other constituencies both internal and external and is responsible for the full range of executive support for communication, implementation of best practices and sustaining strategies to meet college and division goals.

Specific Duties and Responsibilities

Essential Functions:

• Facilitates communication and workflow between the Office of the Vice President and the Office of the President, Board and executive leadership offices, division departments, college personnel, students, Foundation representatives, and external stakeholders. Screens and prioritizes requests, disseminates critical information, tracks recurring reports and commitments.
• Plans, organizes, and coordinates executive meetings, division meetings, staff meetings, V.I.P. donor visits, Foundation and community-engagement activities, professional development and special functions as assigned.
• Interacts and provides customer service with students, staff and the public in a positive manner and answers questions regarding department matters.
• Monitors and coordinates ancillary operations and special projects with the direction and oversight of the Vice President.
• Prepares and coordinates the preparation of periodic and special reports, including monthly and weekly activity reports, financial reports, Institutional Effectiveness plans and reports, Board/Executive reports, division proposals and other reports as assigned.
• Implements processes and best practices through the office of the Vice President that encourage the efficient and effective coordination and information flow with and between units within the division.
• Tracks, maintains, and reports on technological inventories across the district under the financial management or custodial supervision of the Vice President.
• Manages and/or monitors multiple projects and coordinated tasks, with some weekend and evening work required to meet strict deadlines.
• Conducts periodic research and information queries at the request of the Vice President. Handles inquiries and exercise sound judgment in referral of inquiries to appropriate staff.
• Seeks to solve problems, address concerns, and plans ahead with great attention given to customer service, project quality, and exact detail.
• Coordinates on-boarding and continual training of clerical, office, and secretarial staff in the division.
• Enforces rules of records confidentiality and the controlled access and distribution of sensitive information routinely passing through or produced by the Office of the Vice President, including personnel and financial records.
• Maintains clerical and office management procedures and practices for all division offices.
• Oversees and processes administrative and clerical affairs of the Office of the Vice President.
• Processes invoices, purchase requisitions, travel documentation, reimbursements, and other administrative transactions; monitors approvals and maintains, supporting records in accordance with college procedures.
• Maintains the Vice President calendar and keeps the calendar current with college deadlines, Board and Foundation activities, community engagements, events and other important dates.
• Prepares materials for executive and board personnel, as needed.
• Processes invoices.
• Performs other duties as assigned.

Required Education and Experience

• Bachelor’s Degree required. Master’s Degree preferred. 
• Five (5) years of executive assistance experience to an officer of a large corporation or educational institution preferred.
• Experience with and knowledge of South Texas College highly preferred.

Required Knowledge, Skills and Abilities

• Proficient in word processing, data base, spreadsheet applications, and developing PowerPoint presentations, with knowledge of basic graphic design.
• High level of knowledge of computer software/hardware and interface with mainframe (Banner) applications.
• Experience and ability to organize work flow to expedite administrative and office functions.
• Excellent communication skills necessary to deal with the public respectfully addressing concerns in a positive, professional manner with a skill appropriate to the executive level.
• Strong background and experience with providing effective customer service and responding to sensitive situations in a professional manner.
• Excellent oral and written communication skills.
• Ability to maintain confidentiality and to exercise discretion and sound judgment. Ability to function effectively in a fast-paced, stressful, and growth-oriented environment.
• Ability to work independently with little supervision and engage in independent, detailed thinking in the performance of duties.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations, including the ability to write reports, business correspondence, and procedure manuals, and ability to effectively present information and respond to questions from faculty, staff, students, parents and the general public.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, and ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Strong leadership skills.
• Strong financial literacy skills.
• Familiarity with teambuilding and morale building skills.
• Strong critical-thinking and problem-solving skills.
• Ability to prioritize, organize and complete multiple tasks, within stated deadlines.
• Ability to work independently as well as a team player within department and with others.
• Ability to adapt to constant change and periods of fast-paced, high-intensity work situations.
• Ability to work evenings and/or weekends as needed; willing to travel throughout the college district using own means of reliable transportation.
• Demonstrated commitment to the community college philosophy of education.

Checks, Certificates, Licenses, and Registrations

• All applicants are subject to a criminal background check under South Texas College policy.

Physical Requirements

• Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Perceiving the nature of sounds at normal speaking levels with or without correction.
• Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Ability to make rational decisions through sound logic and deductive processes.
• Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of facilities or structures.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. 

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Minimum Compensation

Desired Start Date

Posting Close Date (No Close Date if Blank)