• Executive Assistant I

    Texas A&M University System (Texarkana, TX)


    Job Title

     

    Executive Assistant I

     

    Agency

     

    Texas A&M University - Texarkana

     

    Department

     

    Division Of Technology And Distance Education

    Proposed Minimum Salary

    $3,166.66 monthly

     

    Job Location

     

    Texarkana, Texas

     

    Job Type

     

    Staff

    Job Description

    Maintains official records and executes administrative policies determined by or in conjunction with other administrators and generally works under deadlines.

     

    Salary information: The expected salary for this position is $38,000.00 annually.

    ESSENTIAL DUTIES & RESPONSIBILITIES:

    + Responsible for CIO’s files, schedule (including appointments), official correspondence and records management.

    + Assists in managing all department fiscal accounts and maintains files for department account balances and budget records.

    + Finds vendors and pricing for equipment, parts, supplies, and IT services. Works with vendors to obtain bids that meet university requirements. Creates departmental purchasing requisitions in FAMIS. Faxes or emails specifications to suppliers when bids are necessary.

    + Works closely with the Purchasing Department to choose vendors and make purchases that are cost-effective for the university and meet all System and State purchasing goals and guidelines.

    + Prepares reports as assigned by the CIO and assists with the preparation of employee reports for full and part-time staff.

    + Responsible for the CIO’s travel arrangements, travel authorizations, and submission of travel documents (expense voucher) and processing travel documents (authorization/expense voucher) for IT staff.

    + Assists in preparing requests for Form 500s and Supplemental Budget Verification documents for full time and part-time staff.

    + Prepares memorandums outlining and explaining administrative procedures and policies and evaluates work methods and makes suggestions to improve procedures and job efficiency.

    + Opens and distributes CIO’s mail; assembles related material for use by supervisor in answering mail, answers routine inquiries regarding department policies and procedures.

    + Serves as receptionist for the CIO by greeting key visitors and ascertaining the nature of business.

    + Receives work order requests (via phone and website) from faculty, staff, and students and forwards to appropriate personnel. Provides “help desk” advice for common and recurring situations.

    + Maintains the departmental asset inventory in TeamDynamix for all university facilities. Works closely with the IT Operations Manager and the Accounting Department Inventory Specialist annually and ad hoc to update and locate all assets.

    + Operates standard office machines and oversees maintenance and inventory of supplies and equipment.

    + This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

    KNOWLEDGE, SKILLS & ABILITIES:

    Minimum Qualifications

    + Bachelor’s degree in applicable field or equivalent combination of education and experience.

    + Three years of related experience.

    + Knowledge of word processing, spreadsheet, and presentation applications.

    + Ability to multitask and work cooperatively with others.

    + Interpersonal and communication skills.

    + Planning and organizational skills.

    Preferred Qualifications

    + Four (4) years secretarial or office work experience

    + Four (4) years computer experience

    + Accurate keyboarding ability

    + Proficiency with Microsoft Office 365 productivity environment, especially Teams, Word, Excel, and PowerPoint

    + Operational/technical knowledge of computer systems and software for Windows and Macintosh-based systems

    + Critical decision-making skills

    + Experience with desktop publishing and Internet web sites

    + Office management experience in a department with multiple IT staff

    + Experience with distance education activities, logistics and management

    + Working knowledge of systems like FAMIS, Concur, Canopy, Workday and DocuSign

    + Working knowledge of ITSM (Information Technology Service Mangement) tools such as TeamDynamix, ServiceNow, etc.

    Other Requirements

    + Ability to maintain confidentiality.

    SUPERVISION OF PERSONNEL:

    This position generally does not supervise employees.

     

    OPEN UNTIL FILLED. To ensure full consideration, applications must be submitted by 05/30/2025 .

     

    To apply: Upload your cover letter, resume, and 3 professional reference's contact information with one reference being a supervisor/manager in the questionnaire section of your application.

     

    Please remember once you submit your application you will not be able to “revise” or upload any documents. If you have any questions about uploading or a revision to your application, you may contact [email protected].

     

    All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

     

    Equal Opportunity/Veterans/Disability Employer.