The Executive Assistant I, is responsible for providing direct administrative support and serving as the assistant to the Department Head.
Required Education and Experience:
Bachelors degree in applicable field or equivalent combination of education and experience.
Three years of related administration experience and/or project management.
Required Knowledge and Skills
Working knowledge of spreadsheet, presentation and word processing software programs.
Interpersonal and communication skills and ability to plan and organize effectively.
Ability to multi-task and work cooperatively with others.
Previous supervisory experience.
Serves as the first-line administrative manager for the operations of the department. Coordinates and supervises the activities of subordinate staff. Provides direct administrative support and serves as assistant to Department Head.
Assists the Department Head in resolving complex, highly sensitive and confidential administrative matters. Serves as the first point of contact for departmental faculty and staff regarding TAMU policies and procedures. Creates and maintains departmental listservs, directories, and databases.
Coordinates new hire processing for faculty, staff, and student workers. Processes Employee Payroll Actions (EPAs) for department. Handles procedures for reappointments, reclassifications, and terminations of employees. Coordinates biweekly and monthly payrollÍ¾ processes supplementals as necessary. Serves as TimeTraq administrator.
Coordinates routine personnel activities for the departmentÍ¾ serves as HR Liaison for departmentÍ¾ informs faculty, students, and staff about changes in HR policies (benefits, leave policies, state mandated training, etc).Í¾ develops procedures for new employee trainingÍ¾ serves as LeaveTraq administrator. Coordinates benefits processing for incoming and outgoing employees.
Responsible for the administrative coordination of tenure and promotion documents as well as midterm and annual reviews of faculty.
Assists the Department Head and/or search committee in coordinating new faculty hiring including development of a search budget, organization of applications, coordinating logistics for interviews and campus visits for prospective candidates, assists with hiring documentation, office assignments, ordering of equipment, furniture and supplies as needed.
Assists Department Head with accountability for each faculty member on the faculty work load report. Liaison with Dean of Faculties office.
Interviews, hires, trains, supervises and evaluates the work of support staff and/or student workers. Evaluates procedures to eliminate the duplication of effort and maintains a streamline flow of departmental operations.
Assists Department Head by compiling and interpreting data for the preparation of specialized reports for various units on campus.
Works in conjunction with the Department Head to compile all vital information necessary for the departmental budget process, to include: providing salary information, estimating increases, validate operation costs and forecasting for future departmental needs.
Serves as an approver on all purchase and travel transactions for the department.
Verifies the reconciliation of monthly account statements. Serves as back up for Business Associate in absence.
Serves as departmental property manager and manages annual inventory process. Reviews and approves property transfers. Responsible for maintaining forms for property on loan.
Coordinate department parking. Other duties as assigned.
Instructions to Applicants: Applications received by Texas A&M University and TAMHSC, 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.
Internal Number: R-017711
About Texas A&M University
Texas A&M University is dedicated to the discovery, development, communication, and application of knowledge in a wide range of academic and professional fields. Its mission of providing the highest quality undergraduate and graduate programs is inseparable from its mission of developing new understandings through research and creativity. It prepares students to assume roles in leadership, responsibility, and service to society. Texas A&M assumes as its historic trust the maintenance of freedom of inquiry and an intellectual environment nurturing the human mind and spirit. It welcomes and seeks to serve persons of all racial, ethnic, and geographic groups, women and men alike, as it addresses the needs of an increasingly diverse population and a global economy. In the twenty-first century, Texas A&M University seeks to assume a place of preeminence among public universities while respecting its history and traditions.