The University of Texas at Arlington
Executive Assistant to Vice President for Development and Alumni Relations.
The University of Texas at Arlington, Arlington, Texas, United States, 76000
Job Summary
The Executive Assistant for the Vice President for Development and Alumni Relations provides comprehensive highly skilled administrative support service to relieve the Vice President of a number of organizational decisions and serves as the liaison for the senior staff and the department. Responsible for daily office management, correspondence, complex level decisions, exercising initiative and independent judgment. Essential Duties and Responsibilities Provides sophisticated calendar management and travel coordination for the Vice President’s calendar. Coordinates meetings working directly with the offices of university’s leadership : president, provost, vice presidents, deans and other campus leadership. Supports complex itineraries for domestic and international travel. Anticipates needs and questions, organizes timelines, and monitors deadlines for meeting deliverables and projects that require the Vice President’s input and assessment. Provides a broad variety of administrative tasks that allow the Vice President to effectively lead the unit including the preparation of high level correspondence, briefings, reports, and analysis for meetings for the Vice President and other executive leadership requiring complex level decisions; exercises initiative and independent judgment. Proofreads documents for review and / or official signature. Handles confidential and sensitive materials and conducts related research as necessary. Serves as the primary point of contact for internal and external constituents on all matters pertaining to the Vice President. Manages inquiries directed to the Vice President; determines the proper course of action, referral, or response exercising judgement to reflect the VP’s style and organization policy. Schedules and coordinates meetings with donors and high-level external constituents. Coordinates catering, meeting logistics and agendas for events, staff meetings, and luncheons. Tracks donor activity as reported by the President and Vice President using donor database (Raiser’s Edge) software. Documents call reports, emails, letters, and phone calls with donors. Runs reports and updates details for weekly unit-wide Monday Memos sent by the Vice President. Responsible for daily office management of admin support staff, coordinating admin support needs across the department. Performs other duties as assigned. Use of a personal vehicle for work-related local travel will be needed. Minimum Qualifications
Bachelor’s degree with three (3) years upper-level experience in administrative, secretarial or clerical position or seven (7) years of equivalent mix of education and relevant experience in similar role. Experience with accounts and budget management. Experience with calendar management and travel coordination at the executive level. Preferred Qualifications
Familiarity with UT System policies and procedures. Experience working effectively across University departments, units, and constituencies. Familiarity with the dynamics of higher education. Familiarity working with donor data base Blackbaud (Raiser’s Edge NXT) or related database software. Familiarity working with PeopleSoft (UTShare), or similar platforms. Demonstrated experience in computer technology, including proficiency with specialized software such as spreadsheets, word processing, and database management systems. Knowledge, Skills and Abilities
Knowledge of digital tools and other office software applications and demonstrated financial understanding of budget management. Excellent written, verbal and interpersonal communication skills. Excellent analytical, organizational and time management skills. Ability to maintain confidential information. Ability to prioritize and organize multiple tasks and deadlines. Ability to work effectively across University departments, units and constituencies. Proficiency with Microsoft tools (Outlook, Excel, Word, and TEAMs), and other common office software. Other Requirements Workplace and Eligibility Conditions
May work around standard office conditions. Repetitive use of a keyboard at a workstation. Use of manual dexterity. Climbing of stairs, lifting and moving. Benefits Eligible Yes CBC Requirement
It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University. This position may have access to critical infrastructure as defined by Section 113.001(2) of the Texas Business and Commerce Code. If so, to be hired for and continue to be employed in this position you must maintain the security or integrity of the infrastructure as set forth in Texas Executive Order GA-48. By assuming this position, and if you have access to critical infrastructure , you authorize the University to conduct routine background checks.
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The Executive Assistant for the Vice President for Development and Alumni Relations provides comprehensive highly skilled administrative support service to relieve the Vice President of a number of organizational decisions and serves as the liaison for the senior staff and the department. Responsible for daily office management, correspondence, complex level decisions, exercising initiative and independent judgment. Essential Duties and Responsibilities Provides sophisticated calendar management and travel coordination for the Vice President’s calendar. Coordinates meetings working directly with the offices of university’s leadership : president, provost, vice presidents, deans and other campus leadership. Supports complex itineraries for domestic and international travel. Anticipates needs and questions, organizes timelines, and monitors deadlines for meeting deliverables and projects that require the Vice President’s input and assessment. Provides a broad variety of administrative tasks that allow the Vice President to effectively lead the unit including the preparation of high level correspondence, briefings, reports, and analysis for meetings for the Vice President and other executive leadership requiring complex level decisions; exercises initiative and independent judgment. Proofreads documents for review and / or official signature. Handles confidential and sensitive materials and conducts related research as necessary. Serves as the primary point of contact for internal and external constituents on all matters pertaining to the Vice President. Manages inquiries directed to the Vice President; determines the proper course of action, referral, or response exercising judgement to reflect the VP’s style and organization policy. Schedules and coordinates meetings with donors and high-level external constituents. Coordinates catering, meeting logistics and agendas for events, staff meetings, and luncheons. Tracks donor activity as reported by the President and Vice President using donor database (Raiser’s Edge) software. Documents call reports, emails, letters, and phone calls with donors. Runs reports and updates details for weekly unit-wide Monday Memos sent by the Vice President. Responsible for daily office management of admin support staff, coordinating admin support needs across the department. Performs other duties as assigned. Use of a personal vehicle for work-related local travel will be needed. Minimum Qualifications
Bachelor’s degree with three (3) years upper-level experience in administrative, secretarial or clerical position or seven (7) years of equivalent mix of education and relevant experience in similar role. Experience with accounts and budget management. Experience with calendar management and travel coordination at the executive level. Preferred Qualifications
Familiarity with UT System policies and procedures. Experience working effectively across University departments, units, and constituencies. Familiarity with the dynamics of higher education. Familiarity working with donor data base Blackbaud (Raiser’s Edge NXT) or related database software. Familiarity working with PeopleSoft (UTShare), or similar platforms. Demonstrated experience in computer technology, including proficiency with specialized software such as spreadsheets, word processing, and database management systems. Knowledge, Skills and Abilities
Knowledge of digital tools and other office software applications and demonstrated financial understanding of budget management. Excellent written, verbal and interpersonal communication skills. Excellent analytical, organizational and time management skills. Ability to maintain confidential information. Ability to prioritize and organize multiple tasks and deadlines. Ability to work effectively across University departments, units and constituencies. Proficiency with Microsoft tools (Outlook, Excel, Word, and TEAMs), and other common office software. Other Requirements Workplace and Eligibility Conditions
May work around standard office conditions. Repetitive use of a keyboard at a workstation. Use of manual dexterity. Climbing of stairs, lifting and moving. Benefits Eligible Yes CBC Requirement
It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University. This position may have access to critical infrastructure as defined by Section 113.001(2) of the Texas Business and Commerce Code. If so, to be hired for and continue to be employed in this position you must maintain the security or integrity of the infrastructure as set forth in Texas Executive Order GA-48. By assuming this position, and if you have access to critical infrastructure , you authorize the University to conduct routine background checks.
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