Executive Assistant to the President - T. Boone Pickens Institute of Health Sciences-Dallas Center

TITLE

Executive Assistant to the Dallas Campus President 

JOB SUMMARY 

Performs highly responsible and confidential administrative work in the Office of the President. Coordinates the president’s calendar and travel. Oversees annual operating budget process for the president. Responsibilities involve the application of constructive measures and appropriate solutions to procedural and administrative matters. Work includes public, including social media, contact in interpreting and promoting departmental/institutional programs and rendering administrative decisions. Work is performed under general supervision of the Dallas Campus President and performance evaluation is based upon completion of assignments and result obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies and Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to:      Dallas Campus President 

Supervises:     May supervise Clerical Employees 

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

• Responsible for coordinating and managing the daily operations of the Dallas Campus President, including setting appointments and maintaining the calendar.
• Exercises initiative and independent judgment in the daily activities of the office.
• Responds to inquiries from students, parents, faculty, staff, alumni, and public and private officials, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer’s satisfaction with the response. 
• Provides confidential administrative support to the Dallas Campus President, including but not limited to preparation of correspondence and reports, calls, and visitors, and oversees and monitors confidential projects assigned.
• Conducts research and assists in preparing speeches, presentations, and talking points for the Dallas Campus President on various topics and for different constituents.
• Responsible for coordinating travel arrangements and reimbursements for the Dallas Campus President.
• Assists in coordinating special projects for the Dallas Campus.
• Addresses questions and concerns about university matters and directs inquiries to appropriate campus resources.
• Maintains general files.
• Creates requisitions/purchase orders, reconciles purchase card transactions, and processes travel vouchers for the Dallas Campus President.
• Develop office operating/administrative budgets for the Dallas Campus President’s review and approval.
• Maintains records for budget management and financial account accuracy.
• Tracks office personnel and operating costs, makes recommendations regarding expenditures, and completes budget transfers as required.
• Reports monthly on office financial accounts, fiscal and personnel status, and unit activities.
• Receives funding requests from the Dallas Campus President’s direct reports and other university components, makes recommendations, and processes as appropriate.
• Monitors and initiates the Dallas Campus President’s social/professional memberships and newspaper/periodical subscriptions. Monitors and initiates sponsorships from the Office of the President.
• Coordinates, reviews, and approves timesheets for Dallas Campus President’s staff and other direct reports.
• Tracks events and informs the Dallas Campus President of key events that warrant attendance. 

ADDITIONAL DUTIES

• Coordinates and reviews incoming correspondence from administrators, faculty, students, staff, alumni and various publics directed to the Dallas Campus President.
• Performs other duties as requested.

EDUCATION 

Bachelor’s degree required.                                                              

EXPERIENCE

Eight years of highly skilled administrative support experience. Additional job-related experience may substitute for the required education on a year-for-year basis.

REQUIREMENT

Valid driver's license issued by the State of Texas and a safe driving record.

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

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

• Working knowledge of office practices and methods.
• Knowledge of higher education demands, cultural norms, and expected processes and protocols.
• Ability to coordinate work with other employees, providing direct instruction