Executive Coordinator to the VP Administrative Manager

Trinity University; San Antonio (TX); On-site; USD 47,000 - 59,000; Full time

Job summary

Trinity University in San Antonio, TX, seeks an experienced administrative supervisor to lead the Administrative Specialists team within the Alumni Relations and Development division. You will manage calendars, communications, reports, and events for the VP Office, and support budget and travel tasks.

The role requires strong organizational skills, proficiency in Google Workspace and MS Office, and the ability to coordinate with multiple stakeholders across the university.

Qualifications

• Bachelor's degree or equivalent experience required.
• Three years of admin/executive support experience or seven years in lieu of education.
• Experience as Office Manager or Executive Assistant or similar role.
• Strong organizational and time management abilities.

Responsibilities

• Directs, coordinates, and evaluates Administrative Specialists; interviews, hires, trains, and conducts appraisals.
• Manages VP and AVP expenses and annual operating budget with oversight from the Business Office.
• Coordinates VP Office communications, events, conferences, and staff retreats.
• Maintains daily calendars and schedules for VP/AVP and travel arrangements.
• Ensures policy files and official documents are up to date; supports cross-departmental teams.

Skills

Organizational skills

Time management

Interpersonal skills

Communication

Attention to detail

Education

Bachelor's degree or equivalent experience

Tools

Google Workspace

Word

Excel

PowerPoint

Job description

Job Family Group: Staff

Department/Office: Vice President for Alumni Relations and Development

Time Type: Full time

Compensation: $47,026.82-$58,783.52

Please note, starting salaries are based on factors including internal equity, relevant experience, and education.

Exemption Status: Exempt

Job Description

Responsible for supervising the Administrative Specialists team that supports the departments and offices of the Alumni Relations and Development (AR&D) Division. Supports the goals and mission objectives of the AR&D Division and Trinity University. Coordinates calendars, communications, reports, and logistics for the VP Office, while maintaining a professional presence and demeanor supporting the Division's various internal and external stakeholders. Supports the VP Office's management of the Advancement Committee of the Board of Trustees. Helps to facilitate positive and collaborative relationships. Serves as an active supportive member to the Senior Staff and will be present for Senior Staff meetings and retreats.

JOB DUTIES

• Directs, coordinates, and evaluates Administrative Specialists. Carries out supervisory responsibilities in accordance with all policies and applicable laws. Interviews, hires, and trains Administrative Specialists; conducts performance appraisals, counsels, and disciplines Administrative Specialists; addresses complaints and resolves problems. Also supervises student workers.
• Processes VP and AVP expense reports on monthly basis and works closely with the Business Office/P-Card Office to ensure the divisional expense reports are completed in a timely manner. Works with the AVP to manage the annual operating budget for the VP Office.
• Coordinates communication of projects, routine and special events, and information from the VP Office i.e., conferences, workshops, faculty and staff retreats, staff meetings, office morale events, banquets, and other routine or special events as they arise.
• Manages the daily calendar for the VP and AVP. Schedules meetings, events, and other activities, as requested.
• Initiates facilities requests for 323 Stadium Drive and oversees office management for the building.
• Maintains accurate and up-to-date files on official policies relating to the Alumni Relations and Development Division i.e., gift acceptance policy, naming and honoring policy, etc..
• Maintains updated information on various university related committees and committee members from the AR&D Division.
• Manages the VP Office's travel arrangements.
• Supports various groups across all levels, including VP, AVPs, and Division Senior Staff members. Supports Advancement Resources with administrative tasks as needed.
• Answers telephones professionally, greets visitors, makes appointments, and provides information on behalf of the VP, AVPs, and division, as necessary.

ADDITIONAL DUTIES

• Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience and integrity to provide professional leadership during emergencies.
• Complies with all Trinity University policies and guidelines.
• Performs other duties as required.

EDUCATION

Required:

Bachelor's degree from a four-year college or university or equivalent experience.

EXPERIENCE

Required:

• Three years of progressively responsible administrative/executive level support experience or seven years of progressively responsible administrative/executive level support experience in lieu of education.
• Experience as an Office Manager, Administrative Manager, Executive Assistant, or a comparable position.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

• Excellent organizational and time management skills.
• Ability to meet deadlines.
• Thorough knowledge of Google Workspace.
• Demonstrated proficiency in MS Office with advanced knowledge of Word, Excel, and PowerPoint.
• Demonstrated ability to independently perform the wide range of supervisory, administrative, and technical responsibilities associated with this position.
• Ability to learn new software quickly.
• Use and knowledge of word processing programs, online and cloud-based file management systems, and other standard office machines.
• Independent judgment, specialized knowledge, coordination of office functions, and activities of direct reports.
• Ability to learn quickly, particularly with internal systems.
• Effective interpersonal skills.
• Ability to work effectively in a cross-departmental environment.
• Effective verbal and written communication skills.

LICENSES/CERTIFICATIONS

Required:

Must possess a valid Texas Driver's License and have a good driving history. May not have more than two moving violations in a three-year period.

SUPERVISORY RESPONSIBILITIES

Supervisor over a section of a department or group of employees.

NUMBER OF DIRECT REPORTS

3 (not including students)

NUMBER OF INDIRECT REPORTS

None

DECISION MAKING

Work where procedures are of varied or diversified nature.

BUDGET RESPONSIBILITY

Monitors budget activities but no responsibility for budget and expenditure authority.

FINANCIAL RESPONSIBILITY

Less than $250,000