Position Description: Job Summary The Office of the President (OP) seeks an Assistant Director of Presidential Operations who thrives in a fast paced environment, enjoys being part of a small collaborative team, enjoys working with a wide variety of people, and has the ability to multitask quickly and professionally in response to competing demands. The successful candidate will have patience, flexibility, a high level of professionalism, a keen sense of priorities, and a superb level of tact and discretion.
Under direct supervision of the Chief of Staff, the Assistant Director will provide advanced, diversified administrative support of a substantial and confidential nature to the President and Chief of Staff, anticipating needs and proactively solving problems and/or independently handling issues. A key position in the OP, the Assistant Director reports to the Chief of Staff and has primary responsibility for OP protocol, community relations, A&M System relations, office correspondence, and guest experience. The duties of this position require extensive knowledge of the university environment and of the priorities of the OP with regard to a wide range of issues. This is a busy role where each day brings a new set of objectives, priorities and demands. It requires someone who can exercise absolute discretion, good judgment, and can take significant initiative.
The successful candidate will interact with a wide variety of constituents, including senior administrators, managers, faculty, staff, students, business executives, and distinguished individuals outside the University, regarding a broad variety of confidential and complex issues. Primary responsibilities include support to the president with ambassadorial duties on behalf of the OP, such as first-line communications and/or liaison with other university and external offices; compiling and preparing visual presentations and other materials for meetings; managing the preparation and assembly of materials for the University Advisory Board. Critical elements of success for this position include close coordination with the Chief of Staff in determining and addressing daily priorities; independent problem solving; ability to conduct research, interpret policies, and coordinate logistics; drafting appropriately sophisticated correspondence and memoranda; and effectively managing relevant files and records.
The successful candidate will be self-motivated, quick thinking, flexible and be able to juggle multiple and diverse responsibilities with a strong emphasis on tech-savvy organizational skills and an unwavering attention to detail at all times. This is a lead role in a very busy office, operating in a team-oriented environment. This position is frequently the initial point of contact with the OP and it is critical that the successful candidate have a welcoming and highly professional manner. The Assistant Director must work collaboratively and effectively to establish and maintain working relationships within a diverse environment and be committed to creating an inclusive environment for all employees and guests, and ensuring consistency with the overall mission, goals, and priorities of the University.
Operational Leadership - 50%
Work independently in prioritizing, planning, coordinating and/or overseeing logistics, and follow-up details for OP with other OP staff, campus offices and entities internal and external to the university, including executive and senior level staff, donors and government officials.
Serve as a team member that supports the OP. Provides leadership on administrative and/or organizational issues for routine workflow; guides technology support/solutions; assists with logistics and details for activities within the OP.
Lead, coordinate or provide support for OP projects; anticipate, track and follow-up on critical dates. This requires interaction with multiple offices and coordination with the OP team.
Assist with the preparedness of the OP to host high-profile guests and meetings, including overseeing logistics and independently researching and analyzing associated issues and/or compiling materials needed.
As needed, coordinate reports from committees and working groups convened by the OP, as assigned.
Prepare, review and edit correspondence on behalf of the President, Chief of Staff, and Office of the President.
In collaboration with Communications Coordinator, develop, review and edit presentations and reports.
Independently research and analyze policy-related and other issues that require OP decision Âmaking
Screen and respond to OP inquiries as needed; handle highly confidential information with an appropriate level of discretion; maintain effective and proactive communication with faculty, staff, alumni, administrators and students as required. Keep the Chief of Staff apprised of matters requiring attention.
Community & A&M System Relations - 25%
Building a network of relevant contacts and staying informed on current university initiatives and activities.
As needed, may represent the OP at community events.
Serve as team lead in social media review/response on behalf of the OP; collaborate with Communications Coordinator and University Social Media Manager on social media strategy.
Coordinate interaction with A&M System offices and Board of Regents, and support Chief of Staff in preparation and submission of required documents to these entities.
Serve as staff liaison to the University Advisory Board, including high-level administrative support of the President for scheduling, meeting logistics, and preparing agendas and meeting materials.
Stewardship - 25%
On behalf of the President, Serve as OP liaison to University Advancement, including preparing correspondence, stewardship activities, donor and cultivation events, creating contact reports, solicitation information, and other relevant content regarding donor/prospect engagement in external relations database.
Manage sponsorships, including routine consultation with Chief of Staff and with University Advancement as needed; managing guest lists and related calendaring and communication; organizing and maintaining records; and ensuring alignment with established criteria for sponsorship support.
Perform general stewardship functions for the OP, including VIP invitations, correspondence, and relationship management.
Manage overall guest experience for the OP, maintaining highest levels of protocol, hospitality, excellence and efficiency.
May also supervise staff and/or student employees.
Performs other duties as assigned.
Education and Experience:
Bachelor's degree in applicable field (Master's degree preferred).
Six years of related administrative experience.
Prior work experience in a fast-paced environment (at a university, or other large or complex organization preferred).
Experience using technology tools to maximize organization for self and team.
Experience using social media to monitor organizational/operational meetings, events, activities.
Experience maintaining confidentiality and appropriately handling sensitive communications with employees and external parties.
Experience making sound decisions under pressure.
Experience analyzing operational and procedural problems and recommending proposed solutions.
Knowledge, Skills and Abilities:
Excellent judgment, diplomacy, and discretion necessary in handling confidential and/or sensitive materials.
Strong organization skills attention to detail and accuracy.
Experience using multiple social media platforms to monitor and communicate organizational needs.
Experience using technology tools for personal organization, team project management and to guide administrative functions.
Excellent communication skills (oral and written); good editing and proofreading skills.
Flexibility; strong work ethic; and dependability.
Demonstrated ability to take initiative in anticipating, organizing and planning (w/technology) for cyclical work, future needs and tasks.
Excellent interpersonal skills; comfort and proficiency interacting with a diverse range of stakeholders including students, faculty, staff, community partners, alumni, and donors.
Ability to multi-task, manage and adapt to competing priorities to meet deadlines.
Ability to establish priorities, work with minimal supervision, and work well under pressure.
Exemplary customer service and public relations skills.
Demonstrated ability to accept changes to deadlines and schedules with tact and diplomacy.
Professional judgment and higher education expertise to deal with unanticipated circumstances that may occur in the Office of the President.
Ability to make sound, logical, and timely decisions for complex situations when a precedent does not exist.
Ability to evaluate the relative importance of issues and act independently to address them; work with the appropriate sense of urgency and have a drive for results. The candidate must be highly self-motivated, persistent, dependable and independent, requiring minimal supervision.
Must be, or quickly become, knowledgeable about University policies and procedures.
Ability to respect diverse viewpoints and experiences.
Please submit a cover letter and 3-5 professional references with your application materials. Applications that do not include a cover letter will not be considered.
Please make sure to provide the following documents:
2) Cover Letter to include three professional references
For detailed instructions on how to apply for any positions on our website, please use the following link:
Internal Number: R-029323
About Texas A&M University - San Antonio
Texas A&M-San Antonio provides affordable higher education opportunities to students from over 30 counties in the surrounding South Texas region, and has graduated over 5,000 students who are career-ready in a variety of in-demand fields such as education, business, information technology and cyber security, criminology and biology.