Presidential Scheduler Administrative Coordinator Office of the President

Agency

Department

The Office of the President is the office of the chief executive of the University and is accountable for the leadership management and operations of all academic and administrative affairs of the University. This position supports the President & Senior Executive Assistant to the President by providing accurate and timely information which is used in the planning of the Presidents schedule. This position also supports the efficiency of the Office of the President by engaging with the Sr. Executive Director of Presidential Communication and Chief of Staff on matters related to the Presidents schedule and priorities. This position will work in a fastpaced highly visible department that requires an expertise in handling urgent and sensitive information on a daily basis while maintaining office confidentiality.

Responsibilities:

Presidential Calendar Management and Scheduling

• Acts as liaison between the Office of the President and other on and offcampus offices under direction of the President Sr. Executive Assistant and Chief of Staff to coordinate the complexity of the Presidents calendar in order to successfully promote the Presidents agenda and showcase excellence and professionalism of the university.

• Schedules coordinates and organizes the Presidents daily calendar adjusting and rescheduling frequently to ensure complete accuracy of information before final dissemination to the President and appropriate staff.

• Consults with the President Sr. Executive Assistant and Chief of Staff to the President regarding requests for appointments on an as needed basis.

• Seeks guidance and uses strong decisionmaking skills to define the importance necessity and time sensitivity of requests for the Presidents schedule.

• Confirms appointments via email telephone and as needed by letters of confirmation. Maintains uptodate calendar tickler files to ensure meeting attendees provide required background information relative to scheduled appointments calendar events and conferences/meetings including time sensitive meetings with the President and their direct reports.

• Ensures the President has adequate backup material from regular followup files to support responses to requests for information appointments conferences/meetings and resolution of complaints.

• Serves as the Presidents primary scheduler. Plans and effectively schedule meetings conferences and appointments including the preparation of required materials and oversight of necessary arrangements as directed or determined.

• Liaise with Sr. Executive Assistant Athletics Academic Affairs Student Affairs University Advancement Government Relations (Texas A&M University System) and others to best achieve maximization of the Presidents time for external engagement visits without overscheduling the information for visit from each area involved to provide the President a comprehensive schedule of activities and also so that everyone is aware of the time available and knows what the President needs/requires for the visit such as background information briefings donor history talking points etc.

• Coordinates logistical and administrative aspects of President meetings. Sending out notices requesting meeting materials agenda items ordering lunches uploading agenda and documents in the appropriate OneDrive drive folder for cabinet meetings. Ensuring the Presidents Conference Rooms are setup technology is operable and ready for timely meeting start.

• Partner with Sr. Executive Assistant to develop travel itineraries for the President.

• Courteous follow up when appropriate regarding a visit with the President to extend maximum hospitality.

• Maintain confidentiality of the Presidents calendar meetings and travel only sharing necessary information with approved individuals as needed.

President Event Request Management

• Receives and reviews request for the Presidents attendance at internal and external and maintain event request management tracking request for Presidents availability identification of alternative availability and appropriateness of President attendance.

• Meets with President and Sr. Executive Assistant to discuss evaluate event requests and make decisions on Presidents attendance (i.e. accept delegate of attendance to alternative PVAMU representative or decline)

• Provide timely accurate thorough and professional correspondence with requestor upon receipt of form and throughout process including confirmation of receipt of request decision on President attendance request additional information as needed (draft program marketing materials etc..

• Communicate and meet with Sr. Executive Director of Presidential Communication to ensure: (i) needed marketing materials (i.e. photos bios videos) are provided by deadline (ii) timely speech writing and presentation draft materials are provided to President for feedback in advance of event and finalized

• Communicate and meet with Chief of Staff as needed to ensure: awareness of event when staffing transportation and background information is needed.

• Conducts research on invitations extended to the President to determine the importance of the event and how essential it would be for the President to participate (even if there is a conflict involved) seeking input from appropriate personnel (Sr. Executive Director of Presidential Communication Chief of Staff respective vice president dean or President) to provide a recommendation to the President as needed for final decision. Works with the Sr. Executive Director of Presidential Communication to determine if it would enhance the Universitys mission to have the President make remarks even if he has not been requested to do so and determine the appropriate approach to inquiry about Presidential remarks.

Reception Services (As Needed)

• Provides reception services in the Presidents Office as needed. Greets visitors arriving for meetings with the President along with those visitors meeting with other administrators in the Administration Office Building in a highly professional manner.

• Follow the Presidents Office processes for complaints and problems received directly from faculty staff students and alumni as well as the general public or calls referred by the Offices of the Governor the Texas Higher Education Coordinating Board State and governmental officials and the Texas A&M University System.

• Appropriately directs calls and/or correspondence to appropriate person or office.

• Identify alternative and appropriate persons to meet with callers who request a meeting with the President but with whom a meeting would be inappropriate or unnecessary ensure they follow up as needed to ensure the situation has been handled appropriately and close the matter with the Office of the President.

• Perform other duties as assigned.

Required Education and Experience:

• Bachelors degree required or equivalent combination of education and experience.

• 3 5 years of experience providing administrative support to senior executives.

Required Knowledge Skills and Abilities:

• Excellent written oral and interpersonal communication skills.

• Ability to effectively communicate with and support senior level management personnel. Thorough knowledge of standard written English including punctuation and grammar. Ability to prepare written communication and correspondence in professional business English at or above the collegelevel conforming to style guidelines of the University and the Office of the President.

• Excellent proofreading editing and word processing skills including comprehensive proficiency and experience with Microsoft Word.

• Ability to prepare edit and query data spreadsheets including comprehensive proficiency and experience with Microsoft Excel.

• Proficiency in technology (software video conferencing equipment and platforms etc. use to improve processes and office efficiency.

• Experience in organizing prioritizing and coordinating scheduling for one or more seniorlevel executives using both electronic calendaring software and manual systems.

• Ability to plan and execute arrangements and logistics for meetings and conferences.

• Ability to work effectively with minimal supervision and to successfully manage multiple projects and deadlines.

• Excellent skills in organizing and prioritizing work and in coordinating highvolume workflow.

• Ability to interpret and implement policies and conduct research.

• Ability to maintain confidentiality and to protect and preserve confidential information in accordance with all University and government regulations.

Preferred Qualifications:

• 5 7 years of experience providing administrative support to senior executives.

• Experience providing administrative support to senior management in a higher education setting preferred.

• Executive level scheduling experience preferred.

• Experience coordinating travel for a senior level management executive preferred.

• Ability to coordinate and confirm domestic and international travel arrangements

Special Requirements:

• Applicants with equivalent experience in lieu of a Bachelors degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency in lieu of a Bachelors degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of seven years of experience.

Job Posting Close Date:

• 05/19/2025

Required Attachments:

Please attach all required documents listed belowin the attachment box labeled as either Resume/CV or Resume/Cover Letter on the application. Multiple attachments may be included in the Resume/CV or Resume/Cover Letter attachment box. Any additional attachments provided outside of the required documents listed below are considered optional.

• Resume or Curriculum Vitae
• Cover Letter

Application Submission Guidelines:

All applicants are required to apply via our Career Site on or before the closing date indicated on the job posting. Applicant inquiries received via email and websites such as Indeed HigherEdJobs etc. will not be considered unless the individual has applied to the available position via thePVAMUCareer site.

The required documents listed in the above Required Attachments section must be attached to the application prior to the job closing date indicated to ensure full consideration for the application submitted. Please contact the Office of Human Resource on or before the closing date indicated above ator should you need assistance with the online application process.

Background Check Requirements:

All positions are securitysensitive. Applicants are subject to a criminal history investigation and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.