Executive Assistant to the President - T. Boone Pickens Institute of Health Sciences-Dallas Center

TITLE

Executive Assistant to the Dallas Campus President

JOB SUMMARY

Performs highly responsible and confidential administrative work in the Office of the President. Coordinates the president's calendar and travel. Oversees annual operating budget process for the president. Responsibilities involve the application of constructive measures and appropriate solutions to procedural and administrative matters. Work includes public, including social media, contact in interpreting and promoting departmental/institutional programs and rendering administrative decisions. Work is performed under general supervision of the Dallas Campus President and performance evaluation is based upon completion of assignments and result obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies and Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Dallas Campus President

Supervises: May supervise Clerical Employees

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

• Responsible for coordinating and managing the daily operations of the Dallas Campus President, including setting appointments and maintaining the calendar.
• Exercises initiative and independent judgment in the daily activities of the office.
• Responds to inquiries from students, parents, faculty, staff, alumni, and public and private officials, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
• Provides confidential administrative support to the Dallas Campus President, including but not limited to preparation of correspondence and reports, calls, and visitors, and oversees and monitors confidential projects assigned.
• Conducts research and assists in preparing speeches, presentations, and talking points for the Dallas Campus President on various topics and for different constituents.
• Responsible for coordinating travel arrangements and reimbursements for the Dallas Campus President.
• Assists in coordinating special projects for the Dallas Campus.
• Addresses questions and concerns about university matters and directs inquiries to appropriate campus resources.
• Maintains general files.
• Creates requisitions/purchase orders, reconciles purchase card transactions, and processes travel vouchers for the Dallas Campus President.
• Develop office operating/administrative budgets for the Dallas Campus President's review and approval.
• Maintains records for budget management and financial account accuracy.
• Tracks office personnel and operating costs, makes recommendations regarding expenditures, and completes budget transfers as required.
• Reports monthly on office financial accounts, fiscal and personnel status, and unit activities.
• Receives funding requests from the Dallas Campus President's direct reports and other university components, makes recommendations, and processes as appropriate.
• Monitors and initiates the Dallas Campus President's social/professional memberships and newspaper/periodical subscriptions. Monitors and initiates sponsorships from the Office of the President.
• Coordinates, reviews, and approves timesheets for Dallas Campus President's staff and other direct reports.
• Tracks events and informs the Dallas Campus President of key events that warrant attendance.

ADDITIONAL DUTIES

• Coordinates and reviews incoming correspondence from administrators, faculty, students, staff, alumni and various publics directed to the Dallas Campus President.
• Performs other duties as requested.

EDUCATION

Bachelor's degree required.

EXPERIENCE

Eight years of highly skilled administrative support experience. Additional job-related experience may substitute for the required education on a year-for-year basis.

REQUIREMENT

Valid driver's license issued by the State of Texas and a safe driving record.

Regular and reliable attendance at the University during regularly 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.
• Knowledge of higher education demands, cultural norms, and expected processes and protocols.
• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned.
• Ability to think proactively for an ever-changing workload and maximize workflow efficiency.
• Ability to communicate effectively orally, by phone, in person, and in writing with an eye for detail to minimize reputational damage from errors ranging from grammar mistakes to inaccurate statements.
• 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 represent the department in a friendly, courteous, and professional manner.
• Ability to use a personal computer and other office equipment, including university-related 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.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Texas Woman's University strives to provide an educational environment that affirms the rights and dignity of each individual, fosters diversity, and encourages a respect for the differences among persons. Discrimination or harassment of any kind is considered inappropriate.

Texas Woman's University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, religion, gender, sex, sexual orientation, ethnic origin, age, veteran's status, or against qualified disabled persons.

All positions at Texas Woman's University are deemed security sensitive requiring background checks.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.