Executive Administrative Assistant

Special Instructions

This is an online only application
Thoroughly redact or block security sensitive information including social security number, date of birth, age, citizenship status, sex/gender, ethnicity, marital status and applicant photos from all documents. Failure to block such information will render the application ineligible. To see a sample, click here. All uploaded documents become part of the applicant’s application and are viewable to personnel involved in the hiring process.

Transcripts
Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts
Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

Job Description

General Statement of Job

The Executive Administrative Assistant provides high-level administrative support to the Dean of Enrollment Services, ensuring smooth and efficient operations within Enrollment Services departments. Manages schedules, coordinates meetings and events; prepares documents, and serves as a liaison between the Dean and faculty, staff, students, and external stakeholders.

Specific Duties and Responsibilities

Essential Functions:

• Facilitates communication and workflow between the Office of Enrollment Services and Division offices including: Student Financial Services and Veterans Affairs, Student Assessment Center, College Connections, Student Reengagement, and Valley Promise.  
• Disseminates critical information, tracks and reports weekly and monthly activities, trains office staff.
• Plans, develops, organizes, and coordinates event functions, including division meetings, staff meetings, V.I.P. on-site visits, special events and functions, division-wide professional development and special functions as assigned.
• Manages and coordinates ancillary operations and special projects with the direction and oversight of the Dean of Enrollment Services.
• Supports the Dean with budget tracking and procurement processes as needed.
• Prepares and coordinates periodic and special reports, including annual, monthly and weekly activity reports, financial reports, Institutional Effectiveness plans and reports, Board/Executive reports, division proposals and other reports as assigned.
• Implements processes and best practices through the Office of Enrollment Services that encourage the efficient and effective coordination and information flow with and between units within the division.
• Tracks, maintains, and reports on technological inventories across the district under the financial management or custodial supervision of the Dean of Enrollment Services.
• Manages and/or monitors multiple projects and coordinated tasks, with some weekend and evening work required to meet strict deadlines.
• Conducts periodic research and information queries at the request of the Dean. Handles inquiries and exercise sound judgment in referral of inquiries to appropriate staff.
• Seeks to solve problems, address concerns, and plan ahead with great attention given to customer service, project quality, and exact detail.
• Coordinates on-boarding and continual training of clerical, office, and secretarial staff in the division.
• Oversees direct wage and work-study personnel in their daily execution of office duties and functions.
• Apply rules of records confidentiality and the controlled access and distribution of sensitive information routinely passing through or produced by the Office of Enrollment Services, including personnel and financial records.
• Maintains clerical and office management procedures and practices for all division offices.
• Oversees and processes administrative and clerical affairs of the Office of the Vice President.
• Prepares materials for executive and board personnel, as needed.
• Oversees the work and cooperative collaboration of clerical and office support staff throughout the division’s offices indirectly.
• Serves as CSA.
• Performs other duties as assigned.