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Executive Administrative Assistant

South Texas College

McAllen, Texas

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JOB DETAILS
SKILLS
Access Control, Administrative Skills, Best Practices, Budget Management, Capital Budgeting, Communication Skills, Customer Service Evaluation, Distribution Control, Educational Accreditation, Equipment Maintenance/Repair, Event Management, Executive Assistant Skills , Finance, Financial Management, Financial Reporting, Higher Education, Multitasking, Office Management, Order Supplies, Problem Solving Skills, Process Management, Project Tracking, Project/Program Coordination, Purchase Orders, Record Keeping, Research Skills, Time Management, Travel Planning
LOCATION
McAllen, Texas
POSTED
Today
Special Instructions

Dear Applicant,

The South Texas College Office of Human Resources will not be held responsible for redacting any confidential or sensitive information from the documents that you attach to your application. Confidential and sensitive information include the following:
  • Social Security Number
  • Date of Birth
  • Age
  • Citizenship Status
  • Gender
  • Ethnicity/Race
  • Marital Status
  • Applicant Photos
* A redaction guide can be found by clicking here.

Please make sure that you omit this information from your application prior to submission. We are advising you that the Office of Human Resources will be forwarding your application to the hiring department as per your submission.

Transcripts
Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts
Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

Job Description

Department: Finance and Administrative Services

General Statement of Job

The Executive Administrative Assistant is responsible for communication, implementation of best practices and sustaining strategies to meet college and division goals by facilitating, planning, and following-up on administrative matters. Provides administrative support to the Vice President for Finance and Administrative Services.

Specific Duties and Responsibilities

Essential Functions:
  • Facilitates communication and workflow between the Finance and Administrative Services department and the President, Vice Presidents, division offices, departments and personnel.
  • Disseminates critical information, tracks and reports weekly and monthly activities.
  • Plans, develops, organizes, and coordinates event functions, including division meetings, staff meetings, V.I.P. on-site visits, special events and functions, division-wide professional development and special functions as assigned.
  • Interacts with the public in a positive manner and answers questions regarding programs and department matters.
  • Manages and coordinates ancillary operations and special projects with the direction and oversight of the Vice President.
  • Supports the Vice President in monitoring and reporting on multiple operating and capital budgets.
  • Prepares and coordinates the preparation of periodic and special reports, including monthly and weekly activity reports, financial reports, Institutional Effectiveness plans and reports, Board/Executive reports, division proposals and other reports as assigned.
  • Implements processes and best practices through the Finance and Administrative Services department that encourage the efficient and effective coordination and information flow with and between units within the division.
  • Tracks, maintains, and reports on technological and other inventories across the college district under the financial management or custodial supervision of the Vice President.
  • Manages and/or monitors multiple projects and coordinated tasks, with some weekend and evening work required to meet strict deadlines.
  • Conducts periodic research and information queries at the request of the Vice President.
  • Handles inquiries and exercises sound judgment in referral of inquiries to appropriate staff.
  • Seeks to solve problems, address concerns, and plan ahead with great attention given to customer service, project quality, and exact detail.
  • Enforces rules of records confidentiality and the controlled access and distribution of sensitive information routinely passing through or produced by the Finance and Administrative Services department, including personnel and financial records.
  • Maintains clerical and office management procedures and practices for all division offices.
  • Files, organizes, and maintains records and documents in paper and electronic format for the Finance and Administrative Services department.
  • Assists with annual budget development and subsequent preparation, tracking of requisitions, and purchase orders.
  • Orders and maintains supplies and arranges for equipment maintenance.
  • Coordinates and processes travel arrangements, authorizations/vouche

About the Company

S

South Texas College

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