Shire Jobs

Job Title

Executive Assistant to the Provost and Executive Vice President of Academic Affairs

Agency

Tarleton State University

Department

Division of Academic Affairs

Proposed Minimum Salary

Commensurate

Job Location

Stephenville, Texas

Job Type

Staff

Job Description

The Office of the Provost at Tarleton State University is seeking energetic, highly organized and experienced administrative individual to fill high-paced role of Executive Assistant to the Provost. This role will coordinate and manage executive scheduling, prepare and organize meetings and events, and will play a key part in supporting the Provost in day-to-day administrative functions and organizational tasks to enable Provost to focus on high-level leadership, strategic functions and advance Tarleton initiatives. This role serves as the eyes and ears for the Provost, connecting stakeholders, projects, and critical business information to the Provost, ensuring meetings and materials are efficient and effective and serves as a trusted partner.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the Provost’s needs. The role must interact seamless and with a professional demeanor across a broad range of individuals including members of the Provost’s executive team and administrative staff.

This is an in-office position located in Stephenville, Texas with work hours of Monday to Friday from 8:00am to 5:00pm or as work requirements indicate, which may include afterhours and weekends. Must be able to work remotely at the request of the university.

Institution Overview: Tarleton State University is an energetic, comprehensive Carnegie R2 Doctoral University: High Research Activity, with the elective Community Engagement classification, and a new member of the Association of Public and Land-grant Universities. The Wall Street Journal’s latest rankings have Tarleton State fifth among U.S. schools highly recommended by their students and recent alumni. Fall 2023 brought another all-time-high enrollment, outpacing many institutions nationwide. Our total of over 14,500 students is an increase of 10% from 2019, making Tarleton one of the fastest growing universities in Texas.

Responsibilities:

Calendar Management: 20%

• Coordinates and manages the Provost's calendar, schedules meetings, appointments, and events.

• Ensures effective time management by assisting with prioritization and optimization of the Provost's schedule.

• Exercises independent judgement when scheduling or rescheduling meeting requests.

Communication: 15%

• Acts as the primary point of contact between the Provost and internal/external stakeholders, managing the Provost Office’s general email and phone line.

• Conserves the Provost’s time by reading, researching, and routing correspondence; drafting letters, documents, and correspondence/communications for internal and external contacts; collecting and analyzing information; and initiating, managing, and responding to emails, calls, and inquiries on behalf of the Provost.

Meeting Preparation: 13%

• Prepares agendas, materials, and documentation for meetings attended by the Provost.

• Attends meetings, takes accurate minutes, and follows up on action items as needed.

Travel Coordination: 12%

• Arranges travel for the Provost, including accommodations and transportation.

• Prepares travel itineraries and ensures all necessary arrangements are in place.

• Processes travel reimbursement and expense reconciliation in a timely manner.

Administrative Support: 10%

• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.

• Provides historical reference by developing and utilizing filing and retrieval systems and recoding meeting discussions. Handles administrative tasks such as filing, data entry, and records maintenance.

• Supports Provost-led projects such as academic leadership searches, consultant-led projects, and programing with external visitors.

• Maintains department confidence and protects operations by keeping information confidential

Event Coordination: 10%

• Assists in the planning and coordination of special events, conferences, and ceremonies hosted by the Provost's office.

Collaboration: 20%

• Anticipates needs and works proactively and collaboratively to manage the daily flow of the office.

• Works collaboratively with other university divisions, colleges, and departments, as well as system divisions to facilitate effective communication and coordination.

• Other duties as assigned.

Qualifications:

• Bachelor's degree from an accredited institution in applicable filed or equivalent combination of education and experience

• Four years’ experience as an executive assistant or in a similar administrative or managerial role.

Knowledge, Skills, And Abilities:

• Exceptional organizational, multi-tasking, and time-management skills.

• Strong oral and written communication skills.

• Proficiency in Microsoft Office Suite and other relevant software.

• Ability to maintain confidentiality, exercise good judgement, and to act professionally with a high level of discretion.

• Ability to maintain timeliness and attention to detail in a fast-paced environment.

Salary

Commensurate with experience

Commensurate with experience with a target base salary range of $49,000 - $52,932 negotiable based on funding availability and candidate experience/skillset in relation to the minimum requirements of this position. Tarleton State University offers a career filled with purpose and opportunity in addition to competitive wages. As a compliment to wages and career, Tarleton offers the following benefits to full time and qualifying part time employees:

Educational Benefits - employee perks that help enrich, grow, and foster career and professional development:

• Family Education Benefit (Tuition Scholarship) (https://www.tarleton.edu/scholarships/employees/) - scholarship opportunities for Tarleton employees, their spouses, or their dependents available after only 6 months of continued full-time employment. Click the link to learn more about this incredible benefit!

• Doctoral Educational Assistance (https://www.tarleton.edu/hr/doctoral-edu-guidelines/) - Full-time budgeted employees at all A&M System Universities, Agencies, and System Offices are qualified for reimbursement of tuition and mandatory fees. Eligibility: This program is applicable to the pursuit of a first doctorate degree only to full-time, budgeted employees who have been in a position no less than 2 long semesters. Click the link for additional details!

Employee Health, Wellness, and Financial Planning (https://www.tarleton.edu/hr/benefits/)

• Fully covered employee health insurance

• Reimbursement of Insurance Premium Deductions! The State of Texas contributes to eligible employees’ insurance coverages as of the 1 st day of the month following 60 days of employment in an eligible position. For those who elect coverage PRIOR to the first of the month after 60 days of employment, Tarleton State University will reimburse employees the State contribution towards health coverage during those first 60 days.

• Dental insurance

• Vision insurance

• Retirement and Insurance programs

Paid Leave (https://www.tarleton.edu/hr/benefits/)

Tarleton offers one of the greatest PTO packages in the area!

• Paid sick leave - accrue 8 hours per month!

• Holiday pay

• Vacation - available after 6 months of employment!

• Longevity pay

• Paid Birthday Leave - Tarleton State University awards all leave-eligible employees paid time off for their birthday!

Other

• Complimentary tickets to all Athletic and Performing Fine Arts events

• Employee Wellness Release Time

• Staff Gym Membership Discount with Campus Recreation

• and other Tarleton Discounts

  Qualified candidates are encouraged to submit a completed application for consideration. Initial review of applications will begin immediately and continue until position is filled.

  Application Procedure:

  During the application process applicants have one opportunity to enter the requested information, upload documents and Submit the application. Applicants will not be able to make changes or add additional documents once the application materials have been submitted via "Submit" action.

Candidate materials received by September 15, 2024, will be given full consideration, although applications will be accepted until the position is filled.

Employment applications must include:

• Completed online application

• Cover Letter / Letter of Interest addressing qualifications

• Curriculum Vitae or Resume

• At least 3 current professional references and their full contact information

  Applications received by Tarleton State University must have all job application data entered. Failure to provide all job application data could result in an invalid submission and a rejected application. “See resume” is not an acceptable entry in the job application. Incomplete applications will not be considered.

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/Affirmative Action/Veterans/Disability Employer.

Founded in 1899, Tarleton State University a founding member of The Texas A&M University System, has a rich history and tradition through generations that have inspired educational excellence. Tarleton maintains a commitment to transformational student experiences and career readiness supported by engaged faculty, staff, and alumni mentors. Tarleton State University is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), earned the prestigious designation of Doctoral Universities: High Research Activity by the Carnegie Classification of Institutions of Higher Education, and is a member of the NCAA Division I, Western Athletic Conference.

Strategic Planning for the Next Decade - Tarleton Forward 2030 (https://web.tarleton.edu/tarletonforward/)

All links will open to a new tab

• Employee Services (https://www.tarleton.edu/hr/index.html)

• Benefits

• University Leadership (https://web.tarleton.edu/president/)

• Research and Economic Development

• Traditions and History (https://www.tarleton.edu/traditions/index.html)

  Tarleton State University is an Equal Opportunity/ Affirmative Action/ Veterans/ Disability Employer. If you have questions about submitting your application, please contact employment@tarleton.edu .