Executive Administrative Assistant- Faculty Affairs - (497276 )

University of Houston; Houston (TX); On-site; USD 57,000 - 65,000; Full time

Job summary

University of Houston is seeking an experienced administrative professional to coordinate and manage the daily schedule of a university executive. This role supports a Vice Chancellor/Vice President or equivalent, interacting with staff, administrators, alumni, students and officials across campus.

The position requires five years of relevant experience, a 4-year degree, and proficiency with the Microsoft Office Suite.

Qualifications

• Requires a formal, directly job-related 4 year degree.
• Minimum five years of directly job-related experience.
• Ability to coordinate executive-level schedules and travel.
• Proficiency in Microsoft Office Suite.
• Discretion and handling of confidential information.

Responsibilities

• Coordinates and manages the daily schedule of the university executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders.
• Maintains appointment/meeting schedule and calendar.
• Makes travel arrangements, screens all incoming telephone calls, and sorts and prioritizes mail.
• Drafts routine responses to correspondence as needed.
• Functionally supervises projects in the office of the executive.
• Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.
• May supervise secretarial and clerical staff in the office.
• Performs other job-related duties as assigned.

Skills

Initiative

Problem solving

Judgment

Critical thinking

Adaptability

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Department: FacultyAffairs Salary: 56,800-64,600

Description:

Coordinates, directs and manages the office of a top university executive limited to a Vice Chancellor/Vice President, Asst ViceChancellor/Vice President, Vice President, Assoc Vice President or Dean.

1. Coordinates and manages the daily schedule of the university executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders.
2. Maintains appointment/meeting schedule and calendar.
3. Makes travel arrangements, screens all incoming telephone calls, and sorts and prioritizes mail.
4. Drafts routine responses to correspondence as needed.
5. Functionally supervises projects in the office of the executive.
6. Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.
7. May supervise secretarial and clerical staff in the office.
8. Performs other job-related duties as assigned.

MQ: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Requires a minimum of five (5) years of directly job-related experience.

Additional Duties

• Responsible for supporting the administrative needs of the Sr.Vice Provost for Faculty Affairs and Faculty Development and associated offices.
• Manage and coordinate the executive's calendar, ensuring priorities are appropriately scheduled and deadlines are met.
• Monitor commitments and action items, providing proactive reminders and follow-up to ensure timely completion.
• Identifying overdue items, and escalating concerns when necessary.
• Prepare meeting agendas and briefing materials.
• Coordinate communications and correspondence on behalf of the executive, ensuring prompt responses and appropriate follow-through.
• Anticipate scheduling conflicts, competing priorities, and potential bottlenecks, recommending solutions and adjustments as needed.
• Maintain tracking systems for important recurring responsibilities.
• Exercise sound judgment and discretion while managing confidential and sensitive information.
• Maintain and manage key departmental lists, databases, and records, ensuring information is current, accurate, and accessible.
• Represents the [department] at campus-wide, community, and external events as appropriate.

The ideal candidate for this position should possess the following

• Ability to take initiative, problem solve, exercise excellent judgment, demonstrate critical thinking skills, and adapt to shifting priorities in a fast-paced settings.
• Ability to interpret and follow university policy and procedures.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Highest level of professionalism and respect for confidentiality.

Preferred Qualifications

• Higher Education Experience.
• Experience working with High Level executives

The following documents are required

• Cover letter delineating the manner in which your work experience applies to the posting.
• Resume
• Salary History
• Transcript
• Three work references. The hiring department expects you to name current or past supervisors.

NOTE: We will maintain your confidentiality and notify you before contacting any of your references. References will be contacted only after the interviewing process has been completed.

Incomplete applications will not be reviewed.

- Department is willing to accept experience in lieu of education.

All positions at the University of Houston-System are security sensitive and will require a criminal history check.

The University of Houston System and its universities are EqualOpportunity Institutions. Everyone is encouraged to apply.