Job Description
SUMMARY JOB DESCRIPTION
This is a professional position responsible for administering the functions of a university divisional office. Responsible for coordinating special activities; handling and processing confidential and routine correspondence; interacting daily with students, faculty, staff, and the public, often on significant matters, problems, or sensitive issues; and frequently receiving/handling initial university contact from off-campus individuals such as parents, law enforcement, city and state officials, system officials and administration, administrators from other universities and state agencies, benefactors of the university, and state and federal legislative aides and legislators. Provides support to staff within the division. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment. Reports to the Senior Vice President. QUALIFICATIONS
Bachelor's degree is required. Related experience may be substituted for required education on a basis set forth by the Department of Human Resources. Five years of related experience is required. Experience handling confidential information is required. Experience in higher education is preferred. Additional education may substitute for experience on a basis set forth by the Department of Human Resources. ESSENTIAL JOB FUNCTIONS
Organizes and maintains a complex and high volume schedule of appointments and coordinates meetings for the Senior Vice President and other divisional leaders as assigned. Works directly with university administration o n significant matters. Schedules and/or attends meetings, prepares minutes as needed, and assists with follow-up on specific assignments. Assists students, faculty, staff, and other internal and external constituents with informational needs and/or interpretation of university policies and procedures. Coordinates travel plans or supervises the coordination of travel plans for the Senior Vice President and other divisional employees as assigned, including reservations, registrations, travel requests, and reimbursement. Provides support to divisional staff in multiple areas, including but not limited to scheduling meetings as needed and helping with urgent needs. Supports assigned divisional projects, including but not limited to compliance, reports, and presentations. Maintains and reviews divisional department head personnel files. Investigates employee and student issues as needed, gathering and documenting information in order for the Senior Vice President and other divisional leaders to make a determination . Prepares correspondence, documents, presentations, and reports for The University of Texas System, various state agencies, and oversight organizations. Assists with the completion of special projects and campus-wide events and activities. Processes paperwork related to confidential employee and student matters. Maintains or oversees the maintenance of leave records and prepares monthly report . Maintains or oversees the maintenance of inventory, purchase s supplies as needed, and initiates and processes requisitions for purchases . Provides guidance and training to administrative support staff in the division to ensure understanding of administrative policies and procedures specific to the division and university. May supervise student assistants. May be delegated document approval authority as allowable by the Senior Vice President. NON-ESSENTIAL JOB FUNCTIONS
May receive and/or supervise the receipt of payments from students and others for university-sponsored activities. May be required to work overtime and attend university-sponsored events beyond normal work day . Performs other related duties as assigned. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation. Knowledge of, or the ability to learn, university policies and procedures, organizational structure, and external constituent relations. Knowledge of office administrative operations and management. Skill in using computer applications including spreadsheet, database, and word processing software. Organizational skills in managing multiple projects simultaneously while maintaining a satisfactory work product. Ability to learn office and university-specific software. Ability to communicate effectively in both oral and written form. Ability to explain policies and procedures to internal and external customers. Ability to maintain effective interpersonal relationships. Ability to establish and maintain a good rapport with university faculty and staff, students, and the general public . Ability to set priorities and complete assignments on time with a high attention to detail . Ability to work with and maintain confidential information. Ability to accurately prepare and maintain records, files, minutes, and reports. Ability to problem solve a variety of situations. Ability to handle difficult and stressful situations with professional composure. Ability and desire to promote a favorable image of the university. SPECIAL CONDITIONS OF EMPLOYMENT
Stephen F. Austin State University recognizes the potential for accidents in performing job-related tasks. SFA promotes a safe working environment. Employees will be responsible for completing assigned tasks safely and efficiently. Employee evaluations will include safe job performance. This is a security-sensitive position subject to criminal record check. This is an IT-sensitive position subject to Computer and Network Security policy.
