Executive Administrative Assistant to Vice President for Enrollment Management

Job Title

Exec Admin Asst to VP Enrl Mgm

Agency

Texas A&M University - Victoria

Department

Enrollment Management

Proposed Minimum Salary

Commensurate

Job Location

Victoria, Texas

Job Type

Staff

Job Description

The Executive Administrative Assistant to the Vice President for Enrollment Management, under general supervision, provides high-level administrative, operational, and executive support to the Vice President and the Enrollment Management division. Work involves coordinating the administrative operations of the division, supporting executive priorities and initiatives, and serving as a key resource and liaison for departments within Enrollment Management. Exercises discretion, independent judgment, initiative, and sound judgment with respect to matters of significance and serves as a strategic administrative partner to the division.

Responsibilities:

• Coordinates complex calendars, meetings, appointments, travel, and other activities for the Vice President and Enrollment Management. Proactively identifies and resolves scheduling conflicts and coordinates competing priorities to maximize efficiency.
• Provides administrative guidance and support to the Vice President, directors, managers, and staff within Enrollment Management. Coordinates and monitors action items, assignments, deadlines, and deliverables and provides follow-up and status updates.
• Drafts and manages executive correspondence, communications, reports, presentations, agendas, briefing materials, talking points, and other documents. Coordinates communication and follow-up with internal and external stakeholders on behalf of the Vice President and division.
• Assists with compiling reports, researching and evaluating information, maintaining records and documentation, and preparing materials to support executive decision-making, divisional planning, and operational activities.
• Supports HR-related administrative functions for Enrollment Management, including recruitment and hiring processes, employee documentation, onboarding, personnel actions, Workday tasks, and coordination with Human Resources.
• Assists with divisional budget and fiscal activities, including purchasing, invoices, expense tracking, budget documentation, financial records, and related administrative processes. Coordinates with appropriate university offices to facilitate timely and accurate financial transactions.
• Communicates and assists with interpreting university and divisional policies, procedures, standards, and administrative requirements. Responds to inquiries, resolves routine administrative matters, and appropriately escalates sensitive or complex issues.
• Anticipates executive and divisional needs, identifies potential scheduling, administrative, or operational concerns, and recommends solutions or process improvements before they affect divisional operations.
• Plans and coordinates logistical and administrative support for meetings, events, conferences, special functions, and Enrollment Management initiatives. Provides on-site support and coordinates necessary resources, materials, and arrangements.
• Coordinates travel arrangements, registrations, itineraries, and related documentation for the Vice President and designated staff. May prepare, review, and process travel reimbursements in accordance with university policies.
• Maintains organized, accurate, and confidential records, files, correspondence, and documentation to support institutional continuity, accountability, compliance, and effective divisional operations.
• Develops and maintains a working knowledge of Enrollment Management departments, programs, processes, systems, organizational structures, and priorities to effectively anticipate needs and support executive decision-making and operational execution.
• Serves as a central administrative liaison and resource for Enrollment Management departments, coordinating departmental requests, special projects, university initiatives, and cross-functional activities to promote communication and collaboration throughout the division.
• Monitors divisional priorities, action items, deadlines, and outstanding deliverables and provides leadership with timely updates regarding progress, follow-up needs, and potential concerns.
• Exercises sound judgment, discretion, professionalism, and confidentiality when handling sensitive executive, personnel, financial, student, and institutional information.

Education and Experience:

• Bachelor’s degree in applicable field or equivalent combination of education and experience.
• Three years of related experience. Experience supporting executive leadership or senior-level administrators preferred.

Knowledge, Skills and Abilities:

• Knowledge of administrative practices, procedures, and organizational operations.
• Knowledge of HR administrative processes, budgeting, purchasing, financial documentation, and general office operations preferred.
• Knowledge of word processing, spreadsheet, presentation, calendar, and other office productivity applications.
• Ability to manage multiple priorities, competing deadlines, and complex administrative responsibilities.
• Ability to exercise independent judgment, discretion, initiative, and sound decision-making.
• Strong interpersonal, written, and verbal communication skills.
• Strong planning, organizational, problem-solving, and project coordination skills.
• Ability to anticipate needs, resolve issues, and work proactively with limited direction.
• Ability to research, compile, evaluate, and communicate information effectively.
• Ability to maintain confidentiality and establish effective working relationships with executives, administrators, faculty, staff, students, and external stakeholders.
• Ability to adapt to changing priorities and work effectively in a fast-paced, collaborative environment.

Starting salary for this position is $3,657.33 monthly and is negotiable depending on education and experience.

A Closer Look at A&M-Victoria

Texas A&M University-Victoria is a dynamic destination institution serving Texas and the world and is dedicated to providing every student with educational and leadership opportunities to become a successful professional and an engaged global citizen. Innovative educational activities challenge students to make meaningful connections between their learning and their lives in a complex world. A&M-Victoria promotes economic development and advances the quality of life through teaching, research, and service excellence.

At Texas A&M University-Victoria, we are driven by a relentless pursuit of excellence.

As a next-generation university, we redefine the boundaries of higher education, creating opportunities for students from all backgrounds to excel. Our unwavering focus on student success and research innovation sets us apart, positioning A&M-Victoria as a model for universities of the future.

Our History

Since our establishment in 1973, we have grown into a vibrant institution with a reputation for academic excellence and a dedication to student success. At Texas A&M University-Victoria, our history is a testament to our commitment to providing quality education and fostering academic achievement.

Texas A&M University-Victoria is the most recent addition to the Texas A&M University System – making it the 12th campus in the System. The University was founded in 1973 as part of the University of Houston System and was transferred to the Texas A&M System during the 89th Texas Legislative Session.

City Location

A regional hub 30 miles inland from the Gulf of Mexico, Victoria is a town of 65,000 located about two hours from Houston, Austin, San Antonio and Corpus Christi. Located in the Coastal Bend region of Texas, A&M-Victoria serves the educational needs, promotes economic well-being, and advances the community and region's quality of life through teaching, research, and service excellence.

Mission Statement 

Texas A&M University-Victoria (A&M-Victoria), a dynamic destination institution serving Texas and the world, is dedicated to providing every student with educational and leadership opportunities to become a successful professional and an engaged global citizen. Innovative educational activities challenge students to make meaningful connections between their learning and their lives in a complex world. Texas A&M University-Victoria promotes economic development and advances quality of life through teaching, research, and service excellence.

Our Goals

Continually enhance the quality of our student experience. Promote and expand access to education. Increase community engagements and increase public events for diverse audiences on our campuses. Promote a culture of institutional identification among stakeholders

Academic Excellence

Several of A&M-Victoria’s academic degree programs have drawn top rankings from organizations including College Consensus, Intelligent.com and Research.com. Our Accreditations include: SACSCOC Accredited, AACSB Accredited, ABET Accredited, CACREP Accredited, NASP Accredited, and TASP Accredited

The Texas A&M University System is one of the largest and most impactful higher education systems in the country, with an annual budget of $7.3 billion. Its statewide network includes 12 universities, a comprehensive health science center, eight state agencies, Texas A&M–Fort Worth and the Texas A&M–RELLIS. The System serves nearly 180,000 students and reaches millions more through service, research and outreach programs each year. With nearly $1.6 billion in annual research expenditures, the System fuels innovation, supports communities and drives Texas’ economy forward.

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.