executive assistant to the executive vice president/provost - Dallas, TX, United States - Texas Woman's University

Description

TITLE
Executive Assistant to the Executive Vice President & Provost


JOB SUMMARY

Provides high level professional support to the Executive Vice President for Academic Affairs & Provost in all areas of the division.

Ensures smooth operation of the office and advises on organizational and institutional matters.

Interfaces with directors and other executive staff to address concerns of the University; and assist with administrative and staff service functions of the division.

Work is performed under general supervision and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.


ORGANIZATIONAL RELATIONSHIPS

Reports to:
Executive Vice President for Academic Affairs & Provost


Supervises:
May supervise clerical staff

ESSENTIAL DUTIES - May include, but not limited to the following:

• Manages daily complex operations of a large division.
• Assists with the overall control and assures compliance with university policy.
• Assists with planning, coordinating, and evaluation of short and long term goals.
• Coordinates special events within Academic Affairs such as retirements, academic leadership forums, retreat, programs involving external speakers, special seminars, etc.
• Serves as a planning and resource person to directors and other support staff reporting to the EVPAA/Provost on a wide range of administrative matters.
• Manages the departmental Records Retention Program under guidance of the Records Retention Officer.
• Provides interpretations of policies and procedures concerning the division.
• Prepares documents as needed, including coordinating with departments for information and background research.
• Creates and manages master calendar for the EVPAA/Provost.
• Prioritizes and manages the daily schedule of the Executive Vice President for Academic Affairs/Provost.
• Arranges all travel, itinerary planning, and expenses for the EVPAA/Provost and Ombudsperson in the course of University business.
• Assists the EVPAA/Provost with the preparation of official state and federal governmental reports.
• Drafts and prepares agendas and minutes for Academic Council.
• Assists with any aspect of faculty/administrative searches as directed; including appointment letters.
• Assists in drafts/preparing appointment letters for Provost task forces and committees; including Graduate Faculty Membership letters.
• Assists in drafts/preparing faculty offer and administrative appointment letters.
• Coordinates as the Provost's Office point of contact for high-level academic searches, academic task forces, and special committees.
• Addresses questions and concerns related to academic matters and directs inquiries to appropriate campus resources.
• Monitors EVPAA/Provost's email correspondence to assure timely responses, if requested.
• Determines work priority and disseminates accordingly.
• Trains support personnel.

ADDITIONAL DUTIES

• Performs other duties as requested.

EDUCATION
Bachelor's degree required.


EXPERIENCE
Five years of progressively responsible job related experience is required. Related experience may substitute for the required degree on a two-for-one-year basis.


REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Working knowledge of office practices and methods.
• Ability to maintain strict confidentiality at all times.
• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned.
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
• Ability to communicate effectively orally, by phone, in person, and in writing.
• Ability to represent the department and University in a friendly, courteous, and professional manner.
• Ability to use a personal computer and other office equipment, including related university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.


WORK ENVIRONMENT
All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.


SAFETY
TWU promotes a safe working environment.

Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment.

Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management.

Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.