Senior Administrative Assistant - Occupational Therapy

TITLE

Senior Administrative Assistant for the Dallas Campus

JOB SUMMARY

Serves as the principal administrative support for the department, independently performing highly responsible and confidential clerical and administrative duties. The position is responsible for non-standardized work that requires sound judgment and the ability to establish appropriate work methods, schedules, priorities, and procedures to effectively accomplish departmental objectives. The incumbent may assume significant responsibility for the overall management and coordination of office operations. General guidance regarding policies and procedures is provided; however, detailed direction and specific review by the administrator are generally reserved for special, complex, or sensitive assignments. Successful performance requires thorough knowledge of the policies and procedures of the employing unit, as well as familiarity with applicable University policies and procedures. The incumbent exercises independent judgment while performing assigned responsibilities within established policies and guidelines and works under general supervision.

Work is performed under general supervision and performance 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:      Administrative Manager and AD of Campus

Supervises:     May supervise Student Assistants

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

• Provides administrative support to the supervisor by organizing materials, coordinating assignments, managing appointments, and screening visitors and communications.

• Performs specialized and complex administrative functions requiring knowledge of departmental policies, procedures, and operations.

• Serves as a resource to departmental personnel by interpreting and communicating applicable policies and procedures.

• Performs bookkeeping functions, maintains financial records, posts transactions, and prepares financial summaries, reports, and projections.

• Coordinates purchasing and administrative transactions, ensuring appropriate documentation and funding allocations.

• Prepares personnel and payroll documentation, periodic reports, office schedules, and maintains confidential personnel records and files.

• Coordinates travel arrangements for departmental personnel, including travel requests, purchase orders, reservations, travel advances, and reimbursement documentation.

• Advises employees regarding applicable State of Texas travel policies and procedures and assists with compliance requirements.

• Coordinates and performs clerical and administrative functions necessary to support the effective implementation of departmental policies and administrative operations.

• Prepares correspondence, reports, forms, and other documents from notes, drafts, or verbal direction.

• Receives, sorts, and distributes incoming mail and correspondence and prepares responses to routine inquiries.

• Maintains organized and confidential departmental records and files and ensures information is accurately documented and readily accessible.

• Provides administrative support across multiple campuses and coordinates competing priorities to ensure continuity and timely completion of essential departmental operations.

ADDITIONAL DUTIES

• Performs other duties as requested.

• Receives, sorts and distributes mail, composing responses to routine inquiries. concur for the Campus, and performs other duties as requested.

EDUCATION

High school diploma or equivalent required. Some college course work preferred.

EXPERIENCE

Six years of progressively responsible clerical experience. Additional job-related education may substitute for the required experience on a year-for-year basis.

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:

• Knowledge of administrative and office management principles, practices, procedures, and operations.

• Knowledge of University and State of Texas policies and procedures related to personnel, payroll, travel, and general administration.

• Knowledge of personnel and payroll processes, forms, reporting requirements, and recordkeeping practices.

• Knowledge of bookkeeping principles, including preparing financial summaries, reports, and projections.

• Knowledge of business correspondence, document preparation, records management, and professional office communications.

• Skill in providing high-level administrative and clerical support to supervisors and departmental personnel.

• Skill in organizing, prioritizing, and coordinating multiple assignments, schedules, meetings, and competing deadlines.

• Skill in preparing, proofreading, and maintaining accurate correspondence, reports, forms, schedules, and confidential records.

• Skill in coordinating personnel, payroll, travel, reimbursement, and other departmental administrative processes.

• Skill in interpreting and communicating policies and procedures clearly and professionally.

• Skill in using standard office equipment and computer applications to perform administrative functions.

• Ability to independently perform complex, specialized, and confidential administrative functions with minimal supervision.

• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive personnel and departmental information.

• Ability to gather, organize, analyze, and summarize information for reports and administrative purposes.

• Ability to adapt to changing priorities, anticipate administrative needs, meet deadlines, and recognize when supervisory guidance is required.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment. 

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman’s University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate’s ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman’s University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government.  For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.

Salary: $40,198 Annually