Executive Administrative Assistant

The Executive Administrative Assistant serves as a liaison between the Vice President for Institutional Advancement and External Affairs and other constituencies both internal and external and is responsible for the full range of executive support for communication, implementation of best practices and sustaining strategies to meet college and division goals. 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.

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: Institutional Advancement and External Affairs

General Statement of Job

The Executive Administrative Assistant is responsible for a wide variety of administrative functions, including providing calendar management, mail processing, file management, word processing, and general administrative support and special project works. The Executive Administrative Assistant serves as a liaison between the Vice President for Institutional Advancement and External Affairs and other constituencies both internal and external and is responsible for the full range of executive support for communication, implementation of best practices and sustaining strategies to meet college and division goals.

Specific Duties and Responsibilities

Essential Functions:

• Facilitates communication and workflow between the Office of the Vice President and the Office of the President, Board and executive leadership offices, division departments, college personnel, students, Foundation representatives, and external stakeholders. Screens and prioritizes requests, disseminates critical information, tracks recurring reports and commitments.
• Plans, organizes, and coordinates executive meetings, division meetings, staff meetings, V.I.P. donor visits, Foundation and community-engagement activities, professional development and special functions as assigned.
• Interacts and provides customer service with students, staff and the public in a positive manner and answers questions regarding department matters.
• Monitors and coordinates ancillary operations and special projects with the direction and oversight of the Vice President.
• 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 office of the Vice President that encourage the efficient and effective coordination and information flow with and between units within the division.
• Tracks, maintains, and reports on technological inventories across the 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 exercise sound judgment in referral of inquiries to appropriate staff.
• Seeks to solve problems, address concerns, and plans ahead with great attention given to customer service, project quality, and exact detail.
• Coordinates on-boarding and continual training of clerical, office, and secretarial staff in the division.
• Enforces rules of records confidentiality and the controlled access and distribution of sensitive information routinely passing through or produced by the Office of the Vice President, including personnel and financial records.
• Maintains clerical and office management procedures and practices for all division offices.
• Oversees and processes administrative and clerical affairs of the Office of the Vice President.
• Processes invoices, purcha