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About the Role

University of St. Augustine for Health Sciences (USAHS) is seeking an executive administrative assistant to provide comprehensive administrative support to senior institutional leadership. The ideal candidate will be professional, proactive, and anticipate the needs of senior leaders, demonstrating credibility, trust, and support.

Responsibilities

• Provide all aspects of administrative support to senior leadership.
• Handle incoming and outbound phone calls.
• Manage expense reports in PeopleSoft and through manual methods.
• Prepare documents such as spreadsheets and PowerPoint presentations.
• Create and maintain organizational charts.
• Handle correspondence.
• Take meeting minutes.
• Prepare documents as directed.
• Prepare, process, and maintain database for special reports including invoices, check requests, time off forms, expense reports, memberships, subscriptions, and other needs.
• Establish and maintain an organized system for maintaining regular and confidential files and records.
• Coordinate and develop campus events and functions.
• Monitor and order supplies and manage office equipment requests.
• Act as the first point of contact for potential students and guests in the reception area.
• Deal with inquiries on the phone and face-to-face.
• Create and maintain a schedule to ensure proper coverage of the front desk receptionist area.
• Identify, engage, and oversee supplemental workers for the receptionist function.
• Manage calendar scheduling, including coordinating and updating calendars across time zones and geographies.
• Collaborate with other administrative assistants and academic program assistants to coordinate group meetings.
• Manage domestic and international travel itineraries, including coordinating travel and lodging arrangements.
• Update calendars with travel information and confirm reservations.
• Conduct research as needed for travel arrangements.
• Provide primary support for meetings, including arranging all meeting logistics.
• Anticipate the needs of the institution.
• Assume responsibility for projects.
• Make suggestions about current processes and procedures.
• Monitor and order supplies and manage office equipment requests.
• Manage printer and copier service calls.
• Perform other duties as assigned.

Requirements

• Must have a high school diploma, college degree or equivalent experience preferred.
• Secondary education or a degree in a business school, trade school or an associate degree or equivalent experience highly preferred.
• A minimum of 5-7 years of administrative support experience, preferably at the executive level.
• Experience working in higher education is highly preferred.
• Must be a detail-oriented, self-starter who can work both individually and in a collaborative team environment.
• Ability to handle multiple tasks in a constantly changing environment.
• Strong ability to multitask and handle competing priorities.
• Solid organizational skills.
• Customer service oriented.
• Ability to communicate well.
• Excellent written and verbal communication skills.
• Excellent listening and assimilation skills.
• Ability to thrive in a fast-changing environment.
• Ability to travel as required for university meetings.

Skills

• MS Outlook
• Word
• Excel
• PowerPoint
• SharePoint
• Visio (plus)

Location

• Austin, Texas

Work Type

• Campus-based
• Onsite

Experience Level

• 5-7 years of administrative support experience
• Executive level experience preferred

Education Level

• High school diploma
• College degree or equivalent experience preferred
• Secondary education or degree in business school, trade school, or associate degree or equivalent experience highly preferred

About the Company

• The mission of the University of St. Augustine for Health Sciences is the development of professional health care practitioners through innovation, individualized, and quality classroom, clinical, and distance education.