Assistant to the Vice President

TITLE

Assistant to the Vice President Student Life

JOB SUMMARY

Provides professional support to the Vice President in all areas of the division.  Ensures smooth operation of the office by providing administrative support and management. Coordinates travel, special projects, workshops, and retreats. Interfaces with directors and other executive staff and assists with administrative and staff service functions of the division. Assumes the responsibility of the Executive Assistant in his/her absence. Work is performed under general supervision of the Vice President with evaluation based on overall effectiveness and accomplishment of assigned goals 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:   Vice President Student Life

Supervises:No supervisory responsibilities

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

• Shares responsibility for coordinating and managing the daily schedule of the Vice President including maintenance of the Vice President calendar.

• Assists in coordinating travel arrangements and reimbursements for the Vice President Student Life.

• Assists the Vice President’s direct reports and student life units. 

• Assists in policy development as requested and provides interpretations of policies and procedures concerning the division.

• Assists the Executive Assistant in coordination of special projects, workshops, retreats, luncheons, etc. for Vice President. 

• Addresses questions and concerns related to academic matters and directs inquiries to appropriate campus resources.

• Assists with student concerns.

• Assists with review of fiscal year budget.

• Maintains general files and manages the Record Retention Schedule.

ADDITIONAL DUTIES

• Shares responsibilities with the Executive Assistant for creating requisitions/purchase orders, reconciling purchase card transactions, and processing travel vouchers for the Vice President.

• Performs other duties as requested.

EDUCATION

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

EXPERIENCE

Ten years of progressively responsible clerical experience, preferably including experience as a clerical supervisor. 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:         

• 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.

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.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

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.