Executive Administrative Assistant to the Assistant Vice Provost of Admission and Executive Director of the International Office (HR Title: Administrative Assistant III)
at Southern Methodist University Inc
Salary commensurate with experience and qualifications
About SMU
SMU's more than 12,000 diverse, high-achieving students come from all 50 states and over 80 countries to take advantage of the University's small classes, meaningful research opportunities, leadership development, community service, international study and innovative programs.
SMU serves approximately 7,000 undergraduates and 5,000 graduate students through eight degree-granting schools: Dedman College of Humanities and Sciences, Cox School of Business, Lyle School of Engineering, Meadows School of the Arts, Simmons School of Education and Human Development, Dedman School of Law, Perkins School of Theology and Moody School of Graduate and Advanced Studies.
SMU is data driven, and its powerful supercomputing ecosystem - paired with entrepreneurial drive - creates an unrivaled environment for the University to deliver research excellence.
Now in its second century of achievement, SMU is recognized for the ways it supports students, faculty and alumni as they become ethical, enterprising leaders in their professions and communities. SMU's relationship with Dallas - the dynamic center of one of the nation's fastest-growing regions - offers unique learning, research, social and career opportunities that provide a launch pad for global impact.
SMU is nonsectarian in its teaching and committed to academic freedom and open inquiry.
About the Position:
This role is an on-campus, in-person position.
The Executive Administrative Assistant will oversee the effective execution of the administrative functions and operations that support the Assistant Vice Provost of Admission and the Executive Director of the International Office.
This position is the primary person responsible for the day-to-day processes involved in budget, purchasing and travel reimbursements and human resources in accordance with university policies for the Undergraduate (UG) Admission Office and International Student and Scholar Services (ISSS).
Essential Functions:
Provides administrative assistant support to the Assistant Vice Provost (AVP) of Enrollment Services and Dean of Admission as well as the Executive Director of Enrollment Services, and Director of the International Office.
Manages the AVP/executive director's calendar, including making appointment and prioritizing the most sensitive matters.
Provides administrative assistance, such as writing and editing e-emails, drafting memos, and preparing communications on the AVP and executive director's behalf.
Organize meetings, including scheduling, sending reminders, and organizing event support when necessary.
Welcomes visitors and identifies the purpose of their visit before directing them to the appropriate person/department.
Researches and follows up on inquiries that require more in-depth information.
Communicates both among the organization and to the community to successfully complete administrative needs as requested.
Manage Process for Budget, Purchasing, Travel Reports: Reconcile invoices, approve travel requests and travel/expense reports on behalf of the Dean, maintain, train and enforce UG Admission "Rules of the Road," review PaymentNet when necessary, prepare check requests, monitor budget and prepare regular reports, prepare report for International travel for Controller's office each year.
Coordinate and support all travel request and transactions using CONCUR, and my.smu
Prepares Division of Enrollment Services (DES) newsletter
Support the Coordinator of Operations with the on-boarding of new staff in Admission and ISSS in regard to computers, business cards, key, procurement card, access to building, etc.
Prepare payroll authorization forms (PAFs) and Request for Hire when needed for temporary and student workers. Manage reporting of work hours and leave for all Bi-weekly student workers (50 students) and temporary staff in UG Admission (10-15 seasonal people). Serve as liaison with Payroll with regard to payment issues for said workers. Backup to Executive Administrative Coordinator for all Bi-weekly Enrollment Services staff.
Prepare HR paperwork for new hires and promotions, review resumes and identify potential candidates for posted positions, set up interviews and assemble all paperwork for HR, assist with transition of new staff (order business cards, notepads and nametags, provide documents to request a Procurement Card, request computer and Slate access and set up security, request 24 hour access and keys to Blanton Building, order equipment as needed - CPU, monitor, Surface, office phone).
Qualifications
Education and Experience:
A high school diploma, or equivalent, is required for this role.
A minimum of four (4) years of experience is required
Knowledge, Skills and Abilities:
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 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.
Candidate must be detailed oriented and have the ability to work independently to meet deadlines.
Must demonstrate an expert skill set in Outlook and a strong proficiency in Microsoft Office. Strong computer skills in Microsoft Word, Excel and PowerPoint is also necessary.
Physical and Environmental Demands:
Sit for long periods of time
Carry/lift up to 25 lbs
Drives motorized equipment
Deadline to Apply:
This position is open until filled.
Priority consideration will be given to those who apply by June 6, 2024.
EEO Statement:
SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601, accessequity@smu.edu.
Benefits:
SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.
SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.
The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.
