Executive Assistant II

About this role

Job Title Executive Assistant II

Agency Texas A&M University - Kingsville

Department Undergraduate Studies

Proposed Minimum Salary Commensurate

Job Location Kingsville, Texas

Job Type Staff

Job Description About Texas A&M University–Kingsville Texas A&M University–Kingsville (TAMUK), the oldest institution of higher learning in South Texas and a proud member of the Texas A&M University System, stands as the region’s premier university. TAMUK offers the widest range of academic programs and degrees in South Texas, provides exceptional learning and residential facilities, conducts impactful research, awards substantial scholarships, and has awarded more than 80,000 degrees in the institution’s 100-year history. The university is recognized for its unwavering commitment to student success, meaningful research, and deep community engagement. With a welcoming campus culture and strong regional partnerships, TAMUK offers faculty and staff a unique opportunity to make a lasting difference in the lives of students and the broader South Texas region.

Location:  The University is located in historic Kingsville, a friendly, safe city of 25,000 that is the home of the legendary King Ranch. Corpus Christi and its beaches are just 40 miles to the northeast, and the border with Mexico is 120 miles to the south at Brownsville or 119 miles to the west at Laredo.

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Position Overview The Executive Assistant II, under general supervision, performs advanced professional assistance work for the Office of the Provost, the Dean of Undergraduate Studies and the Office of Undergraduate Studies. Maintains high-level interactions with the campus community and assists with highly confidential and critical academic and/or administrative matters. Exercises discretion and independent judgment with respect to matters of significance.

Essential Duties and Responsibilities Administrative Support • Coordinates administrative support functions.

• Plans and coordinates administrative activities and services.

• Monitors office procedures and ensures adherence to office protocols.

• Reviews and signs documents for supervisors.

• Coordinates office records retention and maintains office references and resource materials.

• Coordinates travel arrangements and prepares itineraries.

• Plans and coordinates meetings, seminars, and other special events.

• Coordinates the maintenance, inventory, and purchasing of office supplies and equipment.

• Makes recommendations for process improvements or administrative changes.

• Prepares and takes minutes at meetings.

• Manages correspondence and communications for the office and departmental email.

• Process purchase requisitions and purchase orders using university procurement systems for multiple academic affairs departments.

• Serves as Export Control Delegate for Academic Affairs.

Commencement • Acts as administrator's representative in dealing with third parties to include commencement vendors.

• Acts as the primary point of contact for students, faculty, and staff, regarding commencement ceremonies event details.

• Coordinates commencement program content.

• Manages the ordering and distribution of diplomas to graduates.

• Serves as liaison to the registrar's office for graduation applications.

• Serves as liaison to the office of Marketing and Communications for graduation needs.

• Ensures the integrity of data by monitoring submissions and identifying issues.

Special Projects and Reporting                   • Prepares maintains and reviews academic affairs data for operational and special reports.

• Utilizes reporting tools to identify trends, monitor workflow progress, and improve academic and administrative processes.

• Researches, compiles, and applies information, making evaluative judgments on appropriate data to use.

• Monitors funding opportunities for Academic Affairs. Analyzes requirements for projects or initiatives.

• Performs special analyses and project summaries. Plans and prepares manuals, and publications.

• Supports academic affairs with workload reports as needed.

Other Duties   • The above represents the major duties, responsibilities, and authorities of this job and is not intended to be a complete list of all tasks and functions. Other duties may be assigned. 

Required Qualifications • Education – Bachelor’s degree in applicable field or equivalent combination of education and experience.

• Experience – Four Year of related experience.

Knowledge, Skills, and Abilities • Ability to effectively communicate both orally and in writing

• Ability to positively and professionally interact with students, faculty and staff

• Excellent communication and presentation skills

• Ability to prepare executive-level reports with a high degree of accuracy and attention to detail

• Strong interpersonal and organizational skills

• Working knowledge of Microsoft Office suite especially Excel software

• Ability to multitask and work cooperatively with others

• Strong analytical, mathematical, and problem-solving skills

Other Requirements Other Requirements and Factors • This position is security sensitive

• This position will require export-control authorization prior to starting employment.

• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures

• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

• This position may require work beyond normal office hours and/or work on weekends

Why Join the Javelina Nation? Texas A&M University–Kingsville offers a supportive, mission-driven culture focused on excellence in teaching, research, and service. All employees enjoy: • A welcoming campus community

• Opportunities for professional development

• Competitive benefits through the Texas A&M University System

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