Executive Administrative Associate - job 1 of 2

Job Title

Executive Administrative Associate

Agency

Texas A&M University - Corpus Christi

Department

Enrollment Management Services

Proposed Minimum Salary

Commensurate

Job Location

Corpus Christi, Texas

Job Type

Staff

Job Description

TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations. We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs). The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs.  As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies.

TAMU-CC’s beautiful campus is located on a 240-acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews. Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities.

Learn more information here!

PURPOSE

Under minimal supervision, this position performs complex professional administrative support for the Office of the Vice President of Enrollment Management (VPEM). This position maintains high-level interactions with the campus community and assists with highly confidential and time-sensitive administrative matters. Handles purchasing, travel, expense/invoicing, and general support. Exercises discretion and independent judgment with respect to matters of significance.

 

DESCRIPTION

Functional Area 1: Administrative Support

Percent Effort: 60%

Job Duties

• Provides complex administrative support for the Enrollment Management Executive Team. This role will assist with special projects, events, research, and assignments, while promoting a positive image of the University and the EM Division.

• Maintains pending items for the VPEM, monitors deadlines, monitors materials awaiting action, and follows up with individuals as appropriate.  

• Prepares, drafts, and proofs correspondence, forms, documents and presentations from notes/instructions ensuring documents are free of grammatical and syntax errors prior to signature.

• Makes meeting arrangements including room reservations, catering requests, and calendar invitations.

• Prepares materials for meetings such as agendas and handouts; prepares and distributes meeting minutes; etc. Attends and takes minutes at meetings as requested.

• Schedules appointments and maintains calendars for Enrollment Management Executive Team. Updates/maintains calendars on a daily, sometimes hourly basis. Provides daily schedule overviews for Vice President.

• Maintains divisional and suite records as per university policy.

• Maintain division office inventories for both hurricane and university purposes.

• Types/e-mails correspondence on a daily basis.

• Coordinates ordering and inventory for both promotional goods and office supplies.

• Ensures excellent customer service skills and support for all staff members, guests and students in the suite, creating a warm and welcoming office environment.

• Contributes to the overall success of the Enrollment Management Office and University by performing other essential duties and responsibilities as assigned

• Coordinates with CABS for the processing of EM Executive Team OneCard expense reports for purchases while ensuring compliance with the established guidelines, state regulations, and University policies.

• Arranges all travel for the EM Executive Team using the University provided travel tools and in compliance with travel policies. Processes pre-travel requests and post-travel expense reports in a timely manner.  

 

Functional Area 2: Customer Service

Percent Effort: 25%

Job Duties

• Answers suite phone lines and takes messages for all staff in the suite, as well as the main office number. Provides service excellence and strives to meet or exceed caller needs with answers for basic questions and assistance finding solutions for callers. Engages in active listening with callers, confirms or clarifies information and diffuses angry callers, as needed.

• Represents EM Executive Leadership and maintains the highest level of professionalism in the office and with the campus community.

• Ensures excellent customer service skills and support for all division staff members, guests and students. 

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Functional Area 3: Student Supervision

Percent Effort: 15%

Job Duties

• Supervises division student employees, including scheduling, task assignment, workday/HR related tasks, and general management.

• Serves as role model for student staff regarding professionalism and leads their development and training.

 

QUALIFICATIONS

• High school diploma/GED.

• Seven (7) years of related experience.

• Additional education may be considered as a substitution for the minimum experience requirements.

  • Associates degree and five (5) years of related experience

  • Bachelors degree and three (3) years of related experience.

• Knowledge of word processing, spreadsheet, and presentation applications.

• Exceptional Interpersonal and communication skills.

• History of strong customer service skills

• Attention to detail, planning and organizational skills.

• Ability to multitask and work cooperatively with others.

 

PREFERRED QUALIFICATIONS

• Work experience in higher education.

SALARY $45,000 - $50,000 Annually Approximately (Salary dependent upon education and experience.)

• 21.63 Hourly - $24.04 Hourly

BENEFITS (rules, policies, eligibility apply)

From our generous benefits package and professional development opportunities, to our retirement programs and our commitment to service excellence, the Island University is an engaging and rewarding place to work.

Insurance

• Medical

  • $0 - $30 per month for Employee Only coverage after university contribution ($920 value).

  • Up to 83% of premium covered by the university:

    • Employee and Spouse

    • Employee and Children

    • Employee and Family coverage

• Dental & Vision

• Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account

On-campus wellness opportunities

Dual Career Partner Program

Work Life Solutions:

• Counseling, Work Life Assistance, Financial Resources, and Legal Resources

Tuition Benefits:

• Public Loan Forgiveness

• Book scholarships

• 100% tuition coverage for up to 18 credit hours per fiscal year (other rules may apply).

Retirement

• Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)

• Voluntary Tax Deferred Account/Deferred Compensation Plan

Time Off:

• 8+ hours of vacation paid time off every month.

• 8 hours of sick leave time off every month.

• 8 hours of paid time off for Birthday leave.

• 12-15 paid holidays each year.

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.