Assistant to the Senior Associate Vice President - Facilities Management

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Assistant to the Associate Vice President/Sr. Associate Vice President

JOB SUMMARY 

Performs responsible work in managing the day-to-day operations of the office of the Associate Vice President or Sr. Associate Vice President. This position requires a high level of initiative and judgment and is responsible for a variety of complex decisions and administrative services.  Work is performed under general supervision and performance evaluation is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to:      Associate Vice President/Sr. Associate Vice President

Supervises:     May supervise Senior Administrative Assistant, Senior Secretaries, Secretaries, and Student Assistants

ESSENTIAL DUTIES - May include, but not limited to the following:

• Oversees administrative operations.

• Serves as assistant to the Associate Vice President/or Sr. Associate Vice President, maintaining and coordinating the calendar, appointments, correspondence, filing, and special projects.

• Performs highly responsible and confidential clerical duties and performs non-standardized work requiring the employee to work out production methods, schedules and priorities.

• Interprets policies and procedures to faculty, administrators, staff and students.

• Maintains contact with other University offices and external agencies.

• Prepares, monitors and maintains control of expenditures within budgets.

• Maintains departmental budgeting and prepares monthly summary reports and projections.

• Prepares departmental purchase orders and travel reimbursements.

• Coordinates special assignments and projects.

• Assigns and reviews the work of staff.

• Interviews and selects new staff.

• Establishes job standards for subordinate staff and effectively evaluates staff under charge. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ADDITIONAL DUTIES

• Performs other duties as requested.

• Working knowledge of office practices and methods.

• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned.

• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.

• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.

• Ability to communicate effectively orally, by phone, in person, and in writing.

• Ability to represent the department and University in a friendly, courteous, and professional manner.

• Ability to use a personal computer and other office equipment, including related university software and email.

EDUCATION 

High school diploma or equivalent required. Bachelor’s degree preferred. 

EXPERIENCE

Eight years of experience in administration.  A combination of education, job related experience, and training may substitute for the experience required.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.  

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Working knowledge of office practices and methods.

• Ability to coordinate work with oth