Executive Administrative Associate

Job Title

Executive Administrative Associate

Agency

Texas A&M University - Corpus Christi

Department

Student Engagement And Success

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

The Executive Administrative Associate, under minimal supervision performs advanced professional administrative support to the office of the Vice President of Student Engagement and Success (VPSEAS) and Intercollegiate Athletics and leadership team for SEAS.  This position maintains high-level interaction with the campus community and assists with highly confidential and time-sensitive administrative matters.  Handles purchasing, travel, expense/invoicing, and general support for the suite.  Exercises discretion and independent judgment with respect to matters of significance.  This position reports to the Assistant Vice President for Student Affairs.

DESCRIPTION

Functional Area 1:  Administrative Support

Percent Effort: 60%

• Provides administrative support for the Student Engagement and Success suite, including, Associate and Assistant VPs, Marketing and Communication Manager, and additional staff members in the suite, including assistance with special projects, events, research, and assignments, while promoting a positive image of the University and the SEAS Division. Offers backup support for the Vice President for Student Engagement and Success and SEAS Business Administrator.

• Prepares complex correspondence, forms and documents.  Compiles, checks, edits, reviews and/or monitors information. 

• Makes meeting arrangements including conference room reservations, general room reservations, calendar invitations, and ordering catering.

• Supports student recognition programs including the Leadership Scholarship selection and awarding process, and annual awards program.

• Schedules appointments and maintains calendars for Student Engagement and Success leadership team, including, Associate and Assistant VPs, and additional staff members in the suite.  Updates/maintains calendars on a daily, sometimes hourly basis.  Provide daily schedule overviews for leadership team.

• Answers 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.  

• Types /emails correspondence daily. Assists with the monitoring of the division general email account.

• Maintains divisional and suite records as per university policy.

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

• Provides backup/team support for Executive Administrative Associate for the Vice President.

• Performs miscellaneous tasks/special duties as assigned.

Functional Area 2: Office Management

Percent Effort: 25%

• Maintains divisional employee/contact information/birthday rosters on a continuous basis.

• Arranges all travel for the SEAS suite and Islander Housing team members using the University provided travel tools and in compliance with travel policies. Processes pre-travel requests and post-travel reports in a timely manner. 

• Handles and processes SEAS suite procurement and P-card expense report for purchases while ensuring compliance with the established guidelines, state regulations, and university policies.

• Works closely with department heads in the division.

• Manages office suite office including submitting work orders, requests for key and swipe access, overseeing incoming shipments to include name badges and business cards, manage office traffic, and upkeep of kitchen equipment.

• Receives and disseminates mail both, incoming/outgoing.

• Maintains and orders departmental supplies/equipment as needed.

Functional Area 3:  Student Employee Supervision

Percent Effort: 10%

• Coordinates activities and assigns work to student workers.

• Provides procedures training to new students and staff.

• Maintains quality control/quality assurance within the office.

• Oversees and processes student hiring in Workday and weekly timecard submissions.

Functional Area 4:  Support

Percent Effort: 5%

• Perform all other duties as assigned by the Assistant Vice President for Student Affairs or designee.

QUALIFICATIONS

• High school diploma or GED

• Seven (7) years of related experience

• Additional education may be used as a substitute for the minimum experience requirement: Associate's degree and five (5) years of related experience.

• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams)

• Exceptional interpersonal and communication skills to be able to effectively communicate in person and in writing

• Ability to provide excellent customer service, work in a fast-paced environment and to work without supervision

• Attention to detail, planning and organizational skills

• Ability to multitask and work cooperatively with others.

PREFERRED QUALIFICATIONS

• Bachelor’s Degree

• Work experience at the collegiate level

Salary: $22.60 - $25.00 Hourly

• $47,008 - $52,000 Annually Approximately.

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.