Executive Coordinator to the VP Administrative Manager

About the Role

Responsible for supervising the Administrative Specialists team that supports the departments and offices of the Alumni Relations and Development (AR&D) Division. Supports the goals and mission objectives of the AR&D Division and Trinity University. Coordinates calendars, communications, reports, and logistics for the VP Office, while maintaining a professional presence and demeanor supporting the Division’s various internal and external stakeholders. Supports the VP Office’s management of the Advancement Committee of the Board of Trustees. Helps to facilitate positive and collaborative relationships. Serves as an active supportive member to the Senior Staff and will be present for Senior Staff meetings and retreats.

Responsibilities

• Directs, coordinates, and evaluates Administrative Specialists.
• Carries out supervisory responsibilities in accordance with all policies and applicable laws.
• Interviews, hires, and trains Administrative Specialists; conducts performance appraisals, counsels, and disciplines Administrative Specialists; addresses complaints and resolves problems.
• Supervises student workers.
• Processes VP and AVP expense reports on a monthly basis and works closely with the Business Office/P-Card Office to ensure divisional expense reports are completed in a timely manner.
• Works with the AVP to manage the annual operating budget for the VP Office.
• Coordinates communication of projects, routine and special events, and information from the VP Office, including conferences, workshops, faculty and staff retreats, staff meetings, office morale events, banquets, and other events as they arise.
• Manages the daily calendar for the VP and AVP, scheduling meetings, events, and other activities as requested.
• Initiates facilities requests for 323 Stadium Drive and oversees office management for the building.
• Maintains accurate and up-to-date files on official policies relating to the Alumni Relations and Development Division, such as gift acceptance policy and naming and honoring policy.
• Maintains updated information on various university-related committees and committee members from the AR&D Division.
• Manages the VP Office’s travel arrangements.
• Supports various groups across all levels, including VP, AVPs, and Division Senior Staff members.
• Supports Advancement Resources with administrative tasks as needed.
• Answers telephones professionally, greets visitors, makes appointments, and provides information on behalf of the VP, AVPs, and division, as necessary.

Additional Duties

• Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience, and integrity to provide professional leadership during emergencies.
• Complies with all Trinity University policies and guidelines.
• Performs other duties as required.

Qualifications

• Education: Bachelor's degree from a four-year college or university or equivalent experience.
• Experience:
  • Three years of progressively responsible administrative/executive level support experience.
  • Seven years of progressively responsible administrative/executive level support experience in lieu of education.
  • Experience as an Office Manager, Administrative Manager, Executive Assistant, or a comparable position.

Skills

• Excellent organizational and time management skills.
• Ability to meet deadlines.
• Thorough knowledge of Google Workspace.
• Demonstrated proficiency in MS Office with advanced knowledge of Word, Excel, and PowerPoint.
• Demonstrated ability to independently perform a wide range of supervisory, administrative, and technical responsibilities.
• Ability to learn new software quickly.
• Use and knowledge of word processing programs, online and cloud-based file management systems, and other standard office machines.
• Independent judgment and specialized knowledge in coordinating office functions and activities of direct reports.
• Ability to learn quickly, particularly with internal systems.
• Effective interpersonal, verbal, and written communication skills.

Requirements

• Must possess a valid Texas Driver’s License and have a good driving history.
• May not have more than two moving violations in a three-year period.

Supervisory Responsibilities

Supervisor over a section of a department or group of employees, with 3 direct reports (not including students) and no indirect reports.

Compensation: $47,026.82-$58,783.52. Please note, starting salaries are based on factors including internal equity, relevant experience, and education.