Administrative Assistant for Diversity, Equity, and Inclusion (DEI)

Position Summary

The Administrative Assistant provides clerical and administrative support to the Vice President for Diversity, Equity, and Inclusion; and appropriate areas of Title IX/Compliance work.

Job Responsibilities

Clerical Support

Provide general office management for the office of the Vice President for Diversity, Equity, and Inclusion, including but not limited to:

Greet visitors to office; provide direction for proper assistance.

Initiate, direct, or redirect telephone communications

Organize and maintain the VPDEI calendar

Schedule/coordinate appointments & meetings

Coordinate travel arrangements for VPDEI and other individuals whose travel is sponsored by the DEI Office.

Open and distribute mail

Make copies and fax documents.

Prepare documents for distribution or mail.

Maintain files as needed.

Create and process expense vouchers, petty cash, purchase orders, check requests, and journal transfers as needed for DEI purchases and/or reimbursements

Reconcile VPDEI’s TLU corporate credit card monthly

Process work orders for marketing material requests

Maintain budget spreadsheets for multiple departmental and grant accounts

Administrative Support

Provide general support and assistance to the VPDEI and directors within the division, including but not limited to:

1. Serve as point of contact for DEI training initiatives
2. Manage TLU account with Vector Solutions and other training resources.
3. Promote and monitor required and optional training initiatives.
4. Provide support in editing and formatting grant application materials
5. Research and gather information needed for grant proposals
6. Maintain grant documents, expenditures, and account spreadsheet on MS Teams
7. Research and gather information for DEI related initiatives and events
8. Coordinate and organize all DEI events, including the annual University Awards Program
9. Facilitate the DEI Enhancement Fund processes
10. Provide administrative assistance to the Cultural Center Directors (Center for Mexican American Studies, Center for Women and Gender Studies, Center for African American Studies) as needed
11. Assist in onboarding new DEI Office employees

Title IX Services

1. Provide administrative support as needed

Professionalism

1. Maintain a professional image
2. Keep the work environment neat and orderly
3. Maintain a safe environment through adherence to all safety procedures
4. Protect confidentiality of sensitive documents and information without fail.

Teamwork

1. Work as a team player, supporting and assisting other employees
2. Identify and participate in resolution of departmental/institutional problems with continuous quality improvement as a goal
3. Enhance team effectiveness through dependability

Employee Service

1. Make employees feel welcome and respected as individuals, treating them with courtesy and dignity.
2. Exhibit appropriate behavior to employees
3. Demonstrate essential telephone courtesy

Perform other related duties as assigned or requested.

Qualifications

Education

Two years of college or additional experience may substitute for college requirement.

Experience

Prior experience in an office setting in a professional environment. Familiarity or previous experience working in a university environment is preferred.

Knowledge, Skills & Abilities

Excellent communication skills, both oral and written
Strong interpersonal and employee relations skills
Must be able to maintain a high level of confidentiality
Must be detail-oriented
Must have a sincere desire for service
Problem-solving skills
Proficient computer skills, including word processing and spreadsheet applications
Ability to plan and arrange own work, including organizing, tracking, and prioritizing assignments and tasks

Physical Demands
Work is primarily sedentary, requires normal concentration and manual dexterity to perform routine word processing tasks

Working Conditions

Work is performed indoors in a typical office setting.

Organizational Data

This is a non-exempt position. The Administrative Assistant for Diversity, Equity, and Inclusion does not supervise other staff.

Professional Affiliations

None required