Job Title
Executive Assistant I

Agency
Texas A&M University Health Science Center

Department
Pharmacy - Academic Support

Proposed Minimum Salary
Commensurate

Job Location
Kingsville, Texas

Job Type
Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & identities. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

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 School of Pharmacy is looking for an Executive Assistant I to serve as a member of the Office of the Dean. We desire an individual who subscribes to and supports our commitment as stated above. The successful applicant will bring an expert level of 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.

What you need to know

Salary is commensurate with experience. A cover letter and resume will assist us in our review of your application materials. These can be uploaded on the application under CV/Resume.

Required Education and Experience:

• Bachelor's degree in applicable field or equivalent combination of education and experience
• Three years of related experience

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications
• Ability to multitask and work cooperatively with others
• Scheduling, planning, and organizational skills
• Ability to write well and edit publications
• Computer proficiency with knowledge of Microsoft Office software

Preferred Education and Experience

• Master's degree
• Five years of experience in office administration or project management
• Three years of supervisory and office management experience

Preferred Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and presentation applications
• Strong decision-making, problem-solving skills/reasoning
• Two to three years knowledge of academic, purchasing, accounting, and fiscal procedures

Responsibilities

• Assistance to the Dean - Receive requests related to Dean's commitments in School of Pharmacy, University, HSC, System, and external organizations, acting appropriately on each request by identifying, researching, preparing, or delegating responsibility for the acquisition of the material requested and assuring that each request is addressed promptly and accurately, carefully noting deadlines. Maintain the Dean's calendar, proactively inputting regularly scheduled meetings, conferences, visits, and events. Provide all communications related to requests for the Dean to attend, host, or speak at conferences, meetings, visits, and events. Implement and maintain a school-wide calendar by working with all units and departments to ensure special events do not interfere with university holidays or student activities. Facilitate communication and workflow between both campuses on matters pertaining to the Office of the Dean and the School of Pharmacy. Maintains updated lists of members of the School of Pharmacy, including faculty and staff. Create and update supporters and donors list of the School of Pharmacy and send correspondence on behalf of the Dean, including messages, cards, and letters. Organize and coordinate all special projects and events as assigned by the Dean, including grant petitions, seminars, workshops, visits by dignitaries, and other events to include providing fiscal and physical planning and implementation, as well as scheduling, making arrangements for guest speakers, planning functions, supervising the event, and related pertinent details. Serve on committees and provide assistance for critical searches (ie, administration, faculty, etc.).

• Assistance to the School - Serve as a liaison to central and local administration and to the faculty on both campuses, which includes working with the faculty to advance the teaching, research, outreach and service activities of the School; assisting the Office of Academic Affairs with appointment, promotion, and tenure matters; and coordinating faculty-related matters between the School, Texas A&M, and the Health Science Center, such as committee assignments, collaborative research efforts, etc. As the need dictates, with little direct supervision, from data and resource material, prepare and process letters, reports, and documents relating to matters of the School of Pharmacy (confidential and otherwise) and maintain files of these items to ensure information is secure and readily accessible for review, approval or submission to the School, Health Science Center, A&M System, or external entities. Assists professional staff in their duties with microcomputer applications by preparing internal and external correspondence and spread sheets, and by entering data; provides data management needs as required or assigned. Supervise, training, and delegation of tasks to student workers. Performs/assist with clerical and filing duties. Provides assistance to Senior Administrative Coordinator during special events.

• Departmental Responsibilities - Process invoices, payments, and reimbursements as well as travel reimbursements for office staff and guests for the School of Pharmacy using AggieBuy and Concur. Assist support staff as needed with interpreting, compiling and preparing information. Perform in other areas of office operations in absence of office staff. Establish interview criteria, arrange interviews, and interview prospective applicants for office support positions and make recommendations for hire. Provide administrative support for both campuses and assist with ensuring compliance of office policies and procedures. Performs other duties as assigned

Instructions 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 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/Affirmative Action/Veterans/Disability Employer committed to diversity.