Works under general supervision and provides highly advanced administrative support for the Department of Computational, Engineering, and Mathematical Sciences. Coordinates daily office support activities and administrative interactions. Verifies, processes, and reviews forms, reports, tables, and other documents. Performs project and event summaries and tracks data. Conducts online departmental committee elections and faculty surveys on departmental issues. Assists with faculty projects and departmental and academic program events. Maintains department-level records. Conducts event and engagement surveys and tracks data for accreditation and improvement efforts. Coordinates travel arrangements and prepares itineraries. Coordinates meetings, seminars, and other special events. Coordinates the maintenance of files, records, office supplies, or equipment.
Responsibilities:
50% – Communication and Coordination
Assists students in scheduling appointments with faculty. Assists faculty in reaching out to students.
Drafts, composes, proofs, obtains signatures, sends, and receives correspondence on behalf of the department chair and faculty, including faculty appointment and reappointment letters.
Assists the department chair and search committees in new faculty and staff searches.
Assists the department chair in conducting online departmental committee elections and faculty surveys on departmental issues.
Answers and screens office telephones.
Attends various academic meetings, prepares, and distributes meeting minutes, and tracks action items.
Serves on departmental, college, and university committees as necessary.
Screens complaints and determines the appropriate action or referral.
Serves as a liaison between faculty, administrators, and students.
Handles highly sensitive and confidential materials.
Alerts the department chairs to outstanding issues and concerns.
10% – Office & Records Management
Performs general and complex office duties.
Assists in office management ensuring appropriate coverage, cleanliness, and effectiveness.
Keeps track of assets within the department.
Files and retrieves documents, records, and reports. Submits work requests for the office, as needed.
10% – Organizing and Planning
Coordinates special events, speakers, and guests as assigned.
Manages requests for appointments by prioritizing, researching, and responding to or delegating responses as appropriate.
Tracks, anticipates and prepares for upcoming deadlines and events that require action by the department.
Schedules conference rooms and classrooms for departmental business.
Participates in and helps coordinate selected departmental events.
10% – Projects, Reports, and Document Production
Collects, compiles, and prepares materials for the department.
Organizes and tracks work towards yearly strategic goals and major projects.
Works on special projects with both internal and external stakeholders.
Performs project and event summaries and tracks data.
Conducts event and engagement surveys and tracks data for improvement efforts.
15% – Financial Functions
Prepares and reviews travel requests and expense reports for accuracy and ensures compliance with all university financial rules and procedures.
Assists with travel arrangements and reimbursement for department faculty, staff, and invited guests.
Orders office supplies, event supplies, IT related equipment, and promotional items.
Manages the procurement card and reconciliation.
5% – Other duties or projects as assigned
May require work beyond normal office hours and/or work on weekends. This position may supervise student workers.
Education and Experience:
High school diploma or higher
Five years of related experience.
Knowledge, Skills, and Abilities:
Knowledge of word processing, spreadsheet, and database applications
Ability to multitask and work cooperatively with others
Excellent written communication, analytical, interpersonal, and organizational skills
Ability to work with sensitive information and maintain confidentiality
Ability to work independently on projects
Application Instructions:
Please make sure to provide the following documents:
Cover Letter
Resume / CV
References – at least two professional references
For detailed instructions on how to apply for any position on our website, please use the following link:
http://www.tamusa.edu/humanresources/job-opportunities/index.html
Summary of Employee Benefits:
https://www.tamusa.edu/human-resources/documents/summary-of-employees-benefits.pdf
Texas A&M University-San Antonio values community engagement and encourages applicants who are committed to advancing the well-being and prosperity of our communities.
Please ensure that all required documents are uploaded prior to submitting the application. Once the application is submitted, no changes or revisions can be made. If you have issues with adding documents to your application, please contact HR at 210-784-2058.
In compliance with ADA, if accommodations are needed for the application process, please contact HR at (210) 784-2058.
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.
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