Executive Assistant - Enrollment Management
Full Time
Nacogdoches, TX 75965
Posted
Job description
This is an administrative position responsible for serving as manager for a busy administrative office. Responsible for coordinating special activities; handling and processing confidential and routine correspondence; interacting daily with students, faculty, staff, and the public, often on significant matters, problems, or sensitive issues; and frequently receiving/handling initial university contact from off-campus individuals, such as parents, law enforcement, city and state officials, administrators from other universities and state agencies, members of the Board of Regents, benefactors of the university, and state and federal legislative aides and legislators. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the vice president.
Essential Job Functions
1. Organizes and maintains a daily schedule of appointments and coordinates meetings for the vice president.
2. Coordinates travel plans for the vice president.
3. May work directly with deans and department heads on urgent matters.
4. Schedules and/or attends staff meetings and assists with follow-up on specific assignments.
5. Assists with the completion of special projects (such as preparation of reports, budget review and development, and campus-wide events).
6. Processes confidential paperwork related to student and employee discipline and suspension matters.
7. Prepares correspondence and documents for submission to other university administrators, members of the Board of Regents, and various state agencies.
8. Attends meetings and prepares minutes as needed.
9. Provides information and/or interpretation of university policies and procedures to internal and external constituencies.
10. May be delegated document approval authority as allowable by the vice president.
11. Frequently performs duties on a computer.
12. May supervise student assistants.
13. Maintains office record of vacation/sick leave and prepares monthly report.
14. Maintains inventory and purchases supplies as needed.
15. Maintains and reviews divisional / department head personnel files.
Non-Essential Job Functions
2. Coordinates travel plans for the vice president.
3. May work directly with deans and department heads on urgent matters.
4. Schedules and/or attends staff meetings and assists with follow-up on specific assignments.
5. Assists with the completion of special projects (such as preparation of reports, budget review and development, and campus-wide events).
6. Processes confidential paperwork related to student and employee discipline and suspension matters.
7. Prepares correspondence and documents for submission to other university administrators, members of the Board of Regents, and various state agencies.
8. Attends meetings and prepares minutes as needed.
9. Provides information and/or interpretation of university policies and procedures to internal and external constituencies.
10. May be delegated document approval authority as allowable by the vice president.
11. Frequently performs duties on a computer.
12. May supervise student assistants.
13. Maintains office record of vacation/sick leave and prepares monthly report.
14. Maintains inventory and purchases supplies as needed.
15. Maintains and reviews divisional / department head personnel files.
1. May receive and/or supervise the receipt of payments from students and others for university sponsored activities.
2. May be required to work overtime and to attend university-sponsored events beyond normal workday.
3. Performs other related duties as assigned.
Required Knowledge, Skills, and Abilities
2. May be required to work overtime and to attend university-sponsored events beyond normal workday.
3. Performs other related duties as assigned.
The individual must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation.
1. Knowledge of, or the ability to learn, university policies and procedures.
2. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
3. Skill in typing with minimal errors.
4. Ability to learn office and university-specific software.
5. Ability to communicate effectively in both oral and written form.
6. Ability to establish and maintain a good rapport with university faculty and staff, students, and the general public.
7. Ability to set priorities and complete assignments on time with a high attention to detail.
8. Ability to work with and maintain confidential information.
9. Ability to accurately prepare and maintain records, files, minutes, and reports.
10. Ability to handle difficult and stressful situations with professional composure.
11. Ability and desire to promote a favorable image of the university.
Physical Demands Required Education
1. Knowledge of, or the ability to learn, university policies and procedures.
2. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
3. Skill in typing with minimal errors.
4. Ability to learn office and university-specific software.
5. Ability to communicate effectively in both oral and written form.
6. Ability to establish and maintain a good rapport with university faculty and staff, students, and the general public.
7. Ability to set priorities and complete assignments on time with a high attention to detail.
8. Ability to work with and maintain confidential information.
9. Ability to accurately prepare and maintain records, files, minutes, and reports.
10. Ability to handle difficult and stressful situations with professional composure.
11. Ability and desire to promote a favorable image of the university.
High school diploma or equivalent is required.
Required Experience and Training
Five years of related experience is required. Experience handling confidential information is required. Experience with extensive use of computers in performance of variety of normal office functions is required. Experience in direct personal and telephone interaction with administrative personnel is required. Candidates who do not meet the experience requirement but have a Bachelor’s degree in a related field may also be considered on a basis set forth by the Department of Human Resources.
Preferred Qualifications
Bachelor’s degree is preferred. Experience in a higher education setting is preferred.
Special Conditions for Eligibility
This is a security-sensitive position subject to criminal record check.
This is an IT-sensitive position subject to the Computer and Network Security policy.
Min Pay Rate Mid Pay Rate Salary Information Salary Grade - 14 Specific Job Requirements/Duties for this Posting
This is an IT-sensitive position subject to the Computer and Network Security policy.
Enrollment Management includes the Office of Admissions, Office of Financial Aid & Scholarships, Office of the Registrar, and the Axe Handle (One Stop Shop).
Is Background Check Required? Yes Benefit and Retirement Eligibility
This position is eligible for participation in the Teacher Retirement System of Texas (TRS) retirement plan, subject to the position being at least 20 hours per week and at least 135 days in length.
EEO Statement
Diversity and Inclusion Statement
At SFA , our commitment to diversity and inclusion is more than words—it is actions. We believe diversity and inclusion are keys to promoting more engaged individuals locally and globally. We at SFA are committed to amplifying a campus culture that nurtures belonging and embraces similarities while celebrating that every Lumberjack will be different. Those differences are valued, acknowledged, and supported purposefully. Office of Diversity, Equity and Inclusion | SFA (sfasu.edu)
Stephen F. Austin State University, an Equal Employment Opportunity and Affirmative Action Employer and Educator, is committed to excellence through diversity. All qualified applicants will receive consideration for employment without regard to sex, race, creed, color, age, national origin, religion or physical or mental disability as required by law. If, because of an impairment or disability, you need accommodation during any part of the employment process, please contact Human Resources at 936-468-2304.
At SFA , our commitment to diversity and inclusion is more than words—it is actions. We believe diversity and inclusion are keys to promoting more engaged individuals locally and globally. We at SFA are committed to amplifying a campus culture that nurtures belonging and embraces similarities while celebrating that every Lumberjack will be different. Those differences are valued, acknowledged, and supported purposefully. Office of Diversity, Equity and Inclusion | SFA (sfasu.edu)
Stephen F. Austin State University, an Equal Employment Opportunity and Affirmative Action Employer and Educator, is committed to excellence through diversity. All qualified applicants will receive consideration for employment without regard to sex, race, creed, color, age, national origin, religion or physical or mental disability as required by law. If, because of an impairment or disability, you need accommodation during any part of the employment process, please contact Human Resources at 936-468-2304.
Posting Detail Information
Posting Number
S2023-024
Candidates Eligible to Apply
Open to all qualified applicants
Number of Positions Available
1
Posted Date
02/15/2023
Review Start Date
Close Date
Work Schedule
Open Until Filled
Yes
Special Instructions to Applicants
Desired start date is April 1, 2023.
Pending legislative approval, Stephen F. Austin State University will become a member of the University of Texas System, effective Fall of 2023.
Pending legislative approval, Stephen F. Austin State University will become a member of the University of Texas System, effective Fall of 2023.
Posting Quick Link
https://careers.sfasu.edu/postings/9796
Contact Information
Contact Name
Heather Howell
Contact Phone
(936)468-2701
Contact Email
hhowell@sfasu.edu
Contact Information
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Which of the following best represents your education background?
- Attended school but did not receive High School Diploma or GED
- Completed High School Diploma or GED
- Completed Associate's Degree or two years of college
- Completed Bachelor's Degree
- Completed Master's Degree
- Completed Doctoral Degree or ABD
- If you completed a college degree, please indicate your major field of study.
(Open Ended Question)
- * Which of the following best represents the number of years experience you possess relating directly to the job to which you are applying?
- Less than one
- One to two
- Three to four
- Five to six
- Seven to eight
- Nine or more
- * Do you have experience working with confidential information?
- Yes
- No
- * Do you have experience with computer use (word processing, database and spreadsheet applications)?
- Yes
- No
- * Please describe your experience related to the position for which you are applying.
(Open Ended Question)
- * How many years' experience do you have working in a higher education setting?
- 0- less than 1
- 1- less than 2
- 2- less than 3
- 3- less than 4
- 4- less than 5
- 5+
- * Are you a current employee of the university?
- Yes
- No
Documents Needed To Apply
Required Documents
Optional Documents
- Resume
- Cover Letter
- Letter of Recommendation
- Other Document
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