TEXAS A&M UNIVERSITY-COMMERCE

Position Title:    Administrative Assistant to the Dean - COEHS                                        Code:        0120

Department:  College of Education & Human Services                                                       PIN:          R00458

Reports to:   Dean College of Education & Human Services                                               Date:            2008

FLSA Status:  Non-Exempt                                                                                                       Zone:        6

 

PURPOSE OF POSITION:

Position provides administrative support to the Dean.  Top level contributor, may act as an internal consultant providing guidance on complex projects.  Regularly operates under deadlines and may be subject to extreme workloads. May act in a clerical, secretarial or administrative capacity to manage the activity and the productivity at the college or division level in an efficient manner

ESSENTIAL FUNCTIONS:

·         Summarizes data and prepares reports; may hold a lead role on projects as assigned by the Dean.

·         Coordinates college of division activity independently and may make administrative decisions in the absence of dean.

·         Manages office activity independently and makes decisions in absence of dean.

·         Maintains dean’s schedule by coordinating calendar, telephone calls, visitors and mail.  Schedules appointments for dean.

·         Makes all travel arrangements for dean, which includes airline, rental car, and hotel reservations, and processes conference registration fees as well as prepares travel applications and vouchers, in accordance with university travel guidelines.

·         Makes arrangement for meetings and other college functions, including catering and room reservations.

·         Prepares sensitive reports/memoranda/letters which may have high visibility/impact, analyzes information and makes suggestions for improvements.

·         May act in place of the dean, the college or division on official business.  On occasion, may be responsible for communications either in writing or in person at meetings.

·         Maintains college or division level records, files and reports such as payroll processing, college or division budgets, etc.

·         Gathers data from departments and prepares numerous reports.

·         May represent college or division to internal staff, students, faculty, outside agencies, contacts, other universities, etc., and coordinate activities or handle correspondence, records, files or reports.

·         Assists dean or associate/assistant deans in preparation of annual faculty and/or operating budgets and tracks expenditures.

·         Checks all personnel action forms of departments in the college.

·         Coordinates search and hiring information for the college and processes search and hiring paperwork.

·         Prepares budget transfer requests as needed.

·         Assists in updating the University catalog and phone director for accuracy of college and departmental information.

·         Records and distributes the minutes of the COEHS Executive Council meetings.

·         Gathers information and produces the monthly COEHS Happenings! Newsletter.

·         Gathers monthly faculty productivity information and compiles for dean.

·         Prepares memoranda outlining and explaining administrative procedures and policies to students, faculty and staff.  May direct preparation of information such as records, reports , minutes, correspondence and memoranda.

·         Analyzes departmental operating practices such as recordkeeping systems, forms control and office layout, to create new systems or revised procedures.

·         Coordinates planning of annual COEHS Honors Day Luncheon and other luncheons, meetings, receptions and functions as required.

·         Coordinates COEHS Tenure & Promotion Committee elections and schedules meetings.

·         Serves as liaison to administrative assistants/secretaries in the college and provides training regarding procedures and processes.

·         May provide training and act in lead capacity for other clerical staff.

 

Contributes to the effective team management of all relevant problems, issues and opportunities.

This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned to maintain operations and services.

MARGINAL FUNCTIONS:

Marginal Functions will vary with the specific assignment and depend on the particular unit or function for which the person is responsible.

KNOWLEDGE & SKILL REQUIREMENTS:

Requires a minimum of a high school diploma or equivalent, degree preferred and five (5) + years secretarial experience  or five (5) year experience as an administrative assistant, preferably in higher education.  Excellent knowledge in business communications, spelling, punctuation, office procedures and excellent proofing skills.  Ability to organize and set priorities, maintain records, interpret and prepare reports and compose memoranda and letters and excellent communications skill essential.  Good computer skills and knowledge needed; with ability to demonstrate word processing, spreadsheet and more specialized experience.  Experience with FAMIS (Fincnaicl Accounting Management Information System) preferred.

SUPERVISION OF PERSONNEL:

Supervises student workers.  Regularly provides leadership and assists in training less experienced staff.

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Employee Signature                                                                                                            Date

 

 

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Supervisor Signature                                                                                                           Date