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Executive Administrative Assistant - Instruction & Student Services

Institution: Victoria College
Location: Victoria, Texas
Admin-Executive Assistants
Posted: 01/09/2020
Application Due: 00/00/0000
Type: Fulltime


$19.18 - $21.29 Hourly






Victoria College is hiring for a full time, benefits eligible Executive Administrative Assistant to serve the offices of the Vice President of Instruction and Dean of Student Services. This position is responsible for ensuring the efficient operation of both offices with minimal supervision.   


  1. Manage operation of the offices of Instruction and Student Services;

  2. Handle both routine and confidential internal and external communication;

  3. Process all forms ensuring compliance with policies and procedures;

  4. Assist with editing of reports, letters, and various other documents;

  5. Prepare items for Board of Trustees meetings (tenure recommendation letters, fee changes, etc.);

  6. Conduct research and obtain documentation on all Student Handbook violations and/or student complaints or issues;

  7. Supervise and evaluate student assistant, as needed;

  8. Oversee faculty and staff electronic files to ensure compliance with Southern Associate of Colleges and Schools;

  9. Provide support to Student Services staff by collecting data; and complete reports for submission to the Coordinating Board;

  10. Maintain confidential student files and records;

  11. Manage all aspects of Student Evaluation of Faculty;

  12. Ensure that Faculty Profiles are updated annually;

  13. Assist with Enrollment Management activities;

  14. Assist with annual budget process for the offices of Instruction and Student Services;

  15. Prepare THECB CBM008 and CBM004 Report with Registrar's office ;

  16. Update Annual Out-of-District Report for the South Texas Higher Education Council;

  17. Coordinate annual Fall and Spring Convocation with committee;

  18. Help coordinate commencement rehearsal;

  19. Coordinate training for Student Services & Instruction (customer service, team building, etc.);

  20. Manage and coordinate various projects as assigned;

  21. Collect data to assist with grant proposals, complete necessary grant forms and proofread grants prior to submission;

  22. Disperse, collect, and maintain files of departmental goals and objectives, end-of-year reports, correspondence, and other projects as needed;

  23. Organize and schedule on- and off-campus meetings for the offices of Instruction and Student Services;

  24. Organize group travel arrangements and registrations for conferences and workshops as appropriate;

  25. Maintain minutes of Instructional Council meetings;

  26. Maintain electronic course catalog in Banner;

  27. Provide support for schedule input in Banner;

  28. Oversee FLAC process;

  29. Maintain Faculty Tools tab in portal;

  30. Manage Full-time Faculty and Professor Emeriti list serves;

  31. Review and update web pages for the Dean of Student Services;

  32. Perform all other duties as assigned by the Vice President of Instruction and the Dean of Student Services.



  • Associate's Degree or equivalent work experience in lieu of degree, plus;

  • Minimum of five to seven years executive administrative assistant experience or executive level office management required; bachelors preferred.

  • Must have strong public relations skills, independent judgment, and ability to handle multiple tasks;

  • Excellent communication skills (both verbal and written)

  • Experience coordinating staff training or similar activities;

  • Strong budgetary management skills;

  • Must be able to demonstrate expertise with Microsoft Office Suites (Word, PowerPoint, Excel, Access, and Outlook);

  • Proficiency in composing correspondence and other documents;

  • Excellent organizational and workflow management skills;

  • Ability to handle confidential information with discretion and independent judgment;

  • Ability to accurately interpret and apply policies, procedures, and reports.


  • Experience with comprehensive computer information system such as BANNER, Datatec, PeopleSoft, etc.

  • Typing speed of 60 words per minute.


While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.


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