Executive Administrative Assistant

About the Position :

This role is an on-campus, in-person position.

The Executive Administrative Assistant will oversee the effective execution of administrative functions and operations that support the Executive Director of Student Financial Services and the University’s Registrar.

This position is the primary person responsible for the day-to-day processes involved in calendar management, budget, purchasing and travel reimbursements and human resources in accordance with university policies for the Student Financial Services and Registrar’s Office.

Essential Functions :

Provides administrative assistant support to the Executive Director of Student Financial Services (SFS) and the University Registrar.

Executive calendar management, including scheduling appointments, prioritizing the most sensitive matters, and ensuring that meeting requests are completed in a timely fashion, vetted appropriately, and clearly presented.

Develop and implement department policies. Ensure that the tone, standards of professionalism and customer service reflect the values and service standards of the Executive Directors.

Welcomes visitors and identifies the purpose of their visit before directing them to the appropriate person / department.

Coordinate conference calls, campus meetings and off-site meetings, including scheduling, sending reminders, and organizing event support when necessary.

Organizing Student Financial Services and Registrar Office events.

Adapt from routine administrative duties to handling special situations seamlessly on a daily basis. Request agenda

items for ED meetings, take minutes, develop action items for follow-up, finalize material and coordinate / schedule meetings as appropriate.

Develop and adhere to confidentiality standards within the office. Serve as liaison to the Vice Provost of Enrollment Management's office, including preparation of reports, essential communication, student complaints, assisting in crisis situations, project management and engage as liaison with all other departments, faculty and staff at SMU.

Determine cyclical deadlines and integrate on-going support.

Manage budget processes. Prepare and submit purchase orders, Concur travel tasks and reconcile invoices on behalf of the Executive Directors of SFS and Registrar's Office.

Maintain, train and enforce SFS and Registrar's "Rules of the Road." Review PaymentNet when necessary, prepare check requests, monitor budget and prepare regular reports, prepare report for travel for Controller's office each year.

• Prepare HR paperwork for new employees and promotions. Assist with transition of new staff, including ordering business cards, notepads and name tags, providing documents to request a procurement card, requesting computer and Slate access, setting up security requests for 24-hour access and keys to Blanton Building, ordering equipment as needed (CPU, monitor, Surface, office phone).
• Ordering supplies for SFS and RO. Occasionally picking up supplies or other items for special occasions for Student Financial Services the Registrar Office.
• Serves as a team player in the Executive Director Suite. Assist with Division of Enrollment Services tasks and events, including but not limited to the DES newsletter, and other division-wide luncheons.
• Other tasks as assigned.

Qualifications

Education and Experience :

Associate's degree is required. Bachelor's degree is preferred.

A minimum of two (2) years of experience is required.

Knowledge, Skills and Abilities :

Candidate with experience with managing travel arrangements and multiple projects is desired. Candidate with budget management experience is preferred.

Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies.

Must also demonstrate strong written communication skills. Candidate must be detail oriented with the ability to work independently.

Must also demonstrate expertise in Outlook and strong proficiency in Microsoft Office. Candidate must demonstrate ability to multi-task and work with frequent interruptions.

Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions.

Must also have strong organizational, planning and time management skills.

Physical and Environmental Demands :

• Sit for long periods of time
30+ days ago