Administrative Assistant - Neeley Community Engagement

Clay Today; Fort Worth (TX); On-site; USD 40,000 - 54,000; Full time

Job summary

Texas Christian University is seeking an Administrative Assistant to support the Dean's Office, primarily assisting the Associate Dean for Community Engagement and the Associate Dean for Faculty & Research. The role includes managing calendars, coordinating meetings and travel, handling budgets, and preparing materials for events and committees.

The successful candidate will have at least a high school diploma and one year of basic office experience, with a preference for a Bachelor's degree.

Qualifications

• High school diploma, GED, or equivalent required.
• At least 1 year of basic office experience.
• Bachelor's degree preferred but not required.

Responsibilities

• Provide administrative support to the Dean's Office and Associate Deans.
• Maintain calendars, schedule meetings, and coordinate travel as needed.
• Prepare agendas and materials for meetings, reserve rooms, and track follow-ups.
• Monitor expenses, process invoices and purchase orders, and reconcile expenditures.
• Assist with event planning and recording meeting minutes.

Skills

Microsoft Office

Verbal & written communication

Customer service

Organizational skills

Education

High School Diploma / GED

Bachelor's Degree

Tools

Jaggaer contracting system

Job description

Administrative Assistant - Neeley Community Engagement

Texas Christian University

Job Summary

The Administrative Assistant is responsible for providing administrative support for activities and programs of the Dean's Office, primarily by supporting the Associate Dean for Community Engagement and the Associate Dean for Faculty & Research.

Duties & Essential Job Functions

1. Maintains department schedules by keeping calendars for assigned department personnel; arranging internal and external meetings, notating deadlines and reminders, and scheduling travel.
2. Assists with travel arrangements by creating travel requests, booking transportation and accommodations, completing registrations, and submitting expense reports as needed.
3. Coordinates meetings for the Associate Dean of Community Engagement and Associate Dean for Faculty & Research; prepares agendas/documents; reserves rooms; determines and arranges for meeting requirements (e.g., meals, AV requirements, set-up, clean-up); sends calendar invitations; and gathers preparatory information.
4. Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures.
5. Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics.
6. Organizes work by reading, routing and answering correspondence; collecting, maintaining and prioritizing information; managing department procedures and telecommunications; updating records and inventory.
7. Provides support for college-wide events as needed by securing speakers, making guest travel arrangements, choosing menus or purchasing food, reserving facilities, ordering decorations, preparing agendas and programs, and taking minutes.
8. Performs other related duties as assigned.

Required Education & Experience

• High School Diploma, GED or equivalent.
• 1 year of basic office experience

Preferred Education & Experience

• Bachelor's Degree.

Required Licensure/Certification/Specialized Training

• None

Preferred Licensure, Certification, and/or Specialized Training

• None

Knowledge, Skills & Abilities

• Knowledge of academic programming.
• Knowledge of (or ability to learn) TCU's Jaggaer contracting system.
• Knowledge of customer service techniques.
• Skill in Microsoft Office and navigation techniques.
• Ability to review and make recommendations to improve and streamline processes.
• Ability to maintain confidentiality in dealing with sensitive data.
• Ability to manage challenging assignments and work effectively with individuals in difficult or sensitive situations
• Ability to clearly communicate verbally and in writing.
• Ability to prioritize among multiple tasks and expectations.
• Ability to work collegially with other members of the dean's floor staff and stay focused on work expectations.

TCU Core Competencies

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations)

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• There are no harmful environmental conditions present for this job.
• This role is an on campus, in-person position.
• The noise level in this work environment is usually moderate.

Employment Values Statement

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.