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Executive Assistant I

Company: Texas A&M University
Location: Bryan
Posted on: November 23, 2019

Job Description:

Job TitleExecutive Assistant IAgencyTexas A&M University Health Science CenterDepartmentOffice of Medical EducationProposed Minimum Salary$3,750.00 monthlyJob LocationBryan, TexasJob TypeStaffJob DescriptionWhat we believe Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability. Diverse perspectives, talents and identities are vital to accomplishing our mission and living our core values.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 Health Science Center (HSC) is looking for an Executive Assistant I to serve as a member of the Deans Office team. We desire an individual who subscribes to and supports our commitment as stated above. The successful applicant will bring an expert level of executive support 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.Job SummaryThe Executive Assistant I, under general supervision, provides high level administrative for the Director of Administration in the Dean's Office. Work involves coordinating high-level support functions, organizing curriculum committees, and hosting COM Faculty meetings. This position exercises discretion and independent judgment with respect to matters of significance.Required Education & Experience:

  • Bachelors degree in applicable field or equivalent combination of education and experience.
  • Three years of related administrative experienceRequired Special Knowledge, Skills, and Abilities:
    • Knowledge of work processing, spreadsheet, and presentation materials
    • Interpersonal and communication skills
    • Planning and organizational skills
    • Ability to multi-task and work cooperatively with others.Preferred Education & Experience:
      • Two years of higher education executive administrative support
      • Texas A&M experience in Concur and WorkDay
      • Experience with diverse individuals and communities.Preferred Special Knowledge, Skills, and Abilities:
        • Experience with power points presentation
        • Use of video-conferencing technology
        • Polite and helpful people skills
        • Initiative and the ability to function on tasks independentlyJob Responsibilities:Administrative Support for the COM Executive Director
          • Serves as the direct high-level administrative support to the Executive Director for Administration to include managing calendars, answering phones (exercises discretion and prioritizes), processing travel and managing payment cards.
          • Routinely arranges meetings along with applicable agendas for all COM internal departments (includes remote campuses & sites), and external affiliates such as hospitals, clinics and military entities.
          • Drafts sensitive correspondence pertaining to College of Medicine administration.
          • Drafts emails on behalf of the Executive Director for mass distribution throughout the College of Medicine to communicate policies and procedures in order to ensure transparency to all College of Medicine faculty, staff, and students.
          • Maintains organizational charts & contact lists for the College of Medicine.
          • Collaborate with various offices to create standard operating procedures for the College of Medicine.Support for the Office of the Dean and the Office of Medical Education
            • Provides admin support for the Office of the Dean for the College of Medicine (i.e. draft correspondences & communications, coordinate special events, manage speaking requests).
            • Serves as the alternate contact for the Interim Dean of the College of Medicine.
            • Supports Medical Services, Research and Development Plan Board of Directors (i.e. meeting minutes, room reservations, and scheduling the General Session Meeting of the Members).
            • Determine needs, approves, authorizes, monitor expenditures and allocation of office supplies and travel for the Office of Medical Education.
            • Manage and collaborate on various special projects and events with all other departments in the Office of Medical Education and the College of Medicine. Provides general administrative support to include preparing background material, scheduling, ordering, and organizing the projects/events.Committee Support
              • Oversee the 11 COM Standing Committees to ensure consistency & sustainability between Committees.
              • Compile reports, minutes, records and documents for committees
              • Record keeping & data management for all Standing Committees.
              • Provide technical guidance and administrative advice to committees
              • Advise committee of policies, procedures, standards, and methods for COMCOM Faculty Meetings
                • Coordinates with Faculty Senate Caucus & Faculty Advisory Committee
                • Logistics (i.e. room reservations, audio/visual reservations, social which is held each month on all 5 campuses & includes food and beverages)Performs other duties as assignedInstructions 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 institutions verification of credentials and/or other information required by the institutions procedures, including the completion of the criminal history check.Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.Howdy and thank you for your interest in a career with Texas A&M University. As the flagship campus of The Texas A&M University System, we are located in College Station, Texas with a student population of more than 64,000 and nearly 9,000 faculty and staff.The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, diversity, compassion and respect for one another. Our unique history and rich traditions make Texas A&M special.From our benefits package and professional development opportunities to our retirement programs, Texas A&M is a great place to work. Your path to a great career starts here!Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.If you need assistance in applying for this job, please contact (979) 845-5154.Useful Links:
                  • Benefit Programs
                  • Retirement
                  • Cost of Living Calculator
                  • Employee Discount Program
                  • Flexible Spending Accounts
                  • University Holidays
                  • Legal Statements
                  • New Employee Orientation
                  • Prospective Employees
                  • Safety & Security Notices
                  • Training & Development
                  • USERRA
                  • Nondiscrimination Notice

Keywords: Texas A&M University, Bryan , Executive Assistant I, Other , Bryan, Texas

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