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Executive Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

Applicants must submit a resume, a cover letter, 3 samples of work in Microsoft Office (Word, Excel, and PowerPoint) consolidated as a single PDF document, and a list of three professional references with their online application. * Must be able to work in Dallas – position is located downtown.

Posting Details

Posting Information

Requisition Number STA - 201000000553
Job Title Executive Assistant
Job Description

The University of North Texas System invites applications for the position of Executive Assistant . The University of North Texas System (UNTS) is a dynamic, growing university system serving primarily the North Texas region. The System campuses include the University of North Texas (UNT) Denton campus, the state’s fourth largest university with more than 37,000 students; the UNT Health Science Center at Fort Worth, with 2,000 students; and the UNT at Dallas campus with 1,600 students.

The University of North Texas System invites applications for the position of executive assistant to the Office of Academic Affairs and Student Success and the Board of Regents. This position has a broad set of office management and executive support duties which include providing confidential assistance and administrative support to the offices. The executive assistant represents and acts on behalf of both the Office of the Board Secretary and the Office of the Vice Chancellor for Academic Affairs & Student Success, therefore it is imperative that prospective candidates demonstrate excellent professionalism, office management acumen, and attention to detail.

Responsibilities of the position include, but are not limited to:

  • Must be able to work in Dallas – position is located downtown.
  • Provide professional administrative support to the Office of Academic Affairs and Student Success and the Board of Regents.
  • Collect, organize, and maintain copies of official departmental records in compliance with state and university system archival policies.
  • Support the office by scheduling appointments/meetings and maintaining an executive calendar, utilizing Microsoft Outlook.
  • Assist in preparing sensitive and multi-faceted reports and correspondence under tight time constraints.
  • Consolidate data from multiple sources into executive level reports, presentations, and communications, utilizing Microsoft Office Word, Excel, Powerpoint and Adobe PDF.
  • Draft, proof, format, and disseminate reports and other written materials, including but not limited to academic reports, reports to the Board of Regents and various state agencies, materials for the Board of Regents meetings, internal and external correspondence, and memoranda.
  • Implement office and digital archival procedures and systems for historical Board of Regents meeting materials to ensure superior customer service to both internal and external customers.
  • Coordinate Board of Regents meeting logistics, handling all meeting details in advance, and attending meetings as on-site support and meeting management.
  • Assimilate new Board materials management cloud software and serve as the UNT System’s primary administrator.
  • Assist with departmental personnel documentation including payroll authorizations, leave reporting, and other university and state required documentation.
  • Prepare purchase orders, travel reimbursements, and check requests.
  • Maintain office supply inventory and order supplies as needed within budgetary constraints.
  • Prepare the monthly budgetary reports for the department.
  • Assist the office in developing and implementing the annual operating budgets.
  • Serve as the office liaison for needs such as purchases and repairs of facilities/equipment.
  • Observe safety and security precautions appropriate to work performed.
  • Assist with other duties and projects as requested by the office.

The University of North Texas System is firmly committed to equal opportunity and does not permit – and takes actions to prevent – discrimination, harassment (including sexual violence), and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, family status, genetic information, citizenship or veteran status in its application and admission processes, educational programs and activities, facilities, and employment practices. The University of North Texas System immediately investigates and takes remedial action when appropriate.

The University of North Texas System also takes actions to prevent retaliation against individuals who oppose a discriminatory practice, file a charge, or testify, assist or participate in an investigative proceeding or hearing.

Minimum Qualifications

The successful candidate will possess a Bachelor’s Degree and three years of highly responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training. Must be able to work in Dallas – position is located downtown.

The following knowledge, skills, and abilities are required:

  • Precise written and oral communication skills.
  • Advanced MS Office skills (primarily Word, PowerPoint, Excel, and Publisher).
  • Strong organizational skills and attention to detail.
  • Knowledge of accounting/budgeting procedures and comfort with budget management.
  • Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
  • Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats, as deemed by management.
  • Ability to conceptualize, plan and organize multiple programs and assignments effectively.
  • Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
  • Proven track record as a self-starter and continuous learner.
  • Skill in developing and maintaining good working relationships.
  • Knowledge of policies, practices, procedures and terminology of assigned function.
  • Supervisory skills.
  • Final candidate must successfully complete a criminal background check.
Preferred Qualifications

The preferred candidate will possess the following additional qualifications:

  • Master’s degree.
  • Five years of related experience.
  • Experience with a governing board.
  • Experience in areas encompassed by academic affairs and student success.
  • Knowledge of University of North Texas System and its components.
Physical requirements necessary to perform essential job functions

Work is primarily sedentary. Sits comfortably to do the work; however, there may be some walking, standing, bending, or lifting items weighing up to 15 pounds.

Driving University Vehicle? No
Work Schedule

Monday – Friday

Substitution of Experience/Education Yes
Special Instructions to Applicants

Applicants must submit a resume, a cover letter, 3 samples of work in Microsoft Office (Word, Excel, and PowerPoint) consolidated as a single PDF document, and a list of three professional references with their online application.

  • Must be able to work in Dallas – position is located downtown.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Texas Workforce Commission
    • HigherEd Jobs
    • Inside Higher Ed
    • Linked In
    • Indeed
    • Professional Diversity Network
    • Company Website
    • Job Fair
    • Current Employee
    • Other (Specify Below)
  2. Please specify source from above

    (Open Ended Question)

  3. * What is your highest level of completed education?
    • High School/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Ph D
  4. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. References
  4. Writing sample
Optional Documents
  1. Veteran Preference (DD-214)