SUBR | Executive Administrative Specialist | Position Type: Full-Time Unclassified | Salary: $40,000 - $50,000
Application Deadline: October 17, 2026
JOB DESCRIPTION:
The Executive Administrative Specialist provides advanced administrative and operational support to the executive office. This position is responsible for executive scheduling, travel coordination, office administration, reception and visitor services, correspondence, records management, and the initiation and monitoring of authorized administrative transactions in Ellucian Banner and other University systems.
The Executive Administrative Specialist serves as a key point of contact for the executive office, facilitating communication and administrative workflows among University and System departments, campuses, employees, external stakeholders, and other constituents. The position requires a high degree of professionalism, confidentiality, organization, attention to detail, and independent judgment in coordinating the day-to-day administrative operations of the office.
Essential Duties and Responsibilities:
Executive Support and Scheduling
- Manage and maintain the executive’s calendar, including meetings, appointments, conferences, institutional events, and other commitments.
- Coordinate scheduling with internal and external stakeholders and resolve routine scheduling conflicts.
- Organize meetings and prepare agendas, supporting documents, briefing materials, and other information needed by the executive.
- Track deadlines, assignments, requests, and matters requiring executive follow-up.
- Draft and prepare routine correspondence, memoranda, reports, presentations, and other administrative documents.
- Handle sensitive and confidential information with appropriate discretion.
Travel Coordination
- Coordinate official travel, including transportation, lodging, conference registration, ground transportation, and related arrangements.
- Prepare travel authorizations, itineraries, reimbursement documentation, and supporting materials.
- Monitor travel documentation to ensure timely completion and compliance with applicable University, System, and state requirements.
- Maintain travel records and assist in resolving travel-related administrative matters.
Office Administration and Reception
- Coordinate the daily administrative activities of the executive office.
- Serve as a primary point of contact for visitors, callers, employees, and external stakeholders.
- Receive, screen, and appropriately route inquiries, correspondence, documents, and requests.
- Maintain a professional and welcoming executive office environment.
- Maintain electronic and physical files, records, supplies, and other administrative resources.
- Coordinate meetings, workshops, retreats, special events, and other office activities.
- Assist with requisitions, invoices, registrations, memberships, purchasing documentation, and other routine administrative processes.
Ellucian Banner and Administrative Systems
- Initiate authorized personnel and administrative transactions in Ellucian Banner and related electronic workflow systems.
- Enter and verify information and supporting documentation necessary to initiate transactions.
- Monitor initiated transactions through established approval workflows and follow up on incomplete or outstanding actions.
- Coordinate with Human Resources, Payroll, Finance, Procurement, and other administrative offices regarding transaction processing and documentation.
- Maintain appropriate records of transactions initiated by the executive office.
- Retrieve routine information and reports from Banner and other authorized institutional systems as needed.
- Facilitate and initiate administrative transactions without independently exercising final personnel, payroll, financial, or institutional approval authority unless such authority has been formally delegated.
Administrative and Operational Support
- Monitor office deadlines, recurring activities, meetings, and institutional requirements.
- Coordinate signature and document-routing processes.
- Assist with special projects and executive initiatives.
- Compile information and prepare routine administrative reports.
- Facilitate communication and follow-up between the executive office and other departments or campuses.
- Identify routine administrative issues and take appropriate action within established procedures.
- Recommend improvements to administrative processes and office workflows.
- Perform other related duties as assigned.
MINIMUM QUALIFICATIONS:
- Bachelor’s degree from an accredited college or university.
- Five (5) to six (6) years of progressively responsible administrative, executive support, or related professional experience may be substituted in lieu of the bachelor’s degree.
- Candidates must demonstrate the knowledge, skills, and abilities necessary to successfully perform the essential functions of the position.
- Strong organizational, communication, interpersonal, and problem-solving skills, with the ability to manage multiple priorities and appropriately handle confidential or sensitive information.
- Proficiency with Microsoft Office applications and experience using enterprise information systems, electronic workflow systems, or comparable administrative technology.
PREFERRED QUALIFICATIONS:
- Experience providing administrative support to an executive, senior administrator, or executive office.
- Experience coordinating complex calendars, meetings, and business travel.
- Experience with Ellucian Banner or another enterprise resource planning (ERP) system.
- Experience initiating or processing personnel, payroll, financial, purchasing, or other administrative transactions.
- Experience working in higher education, government, or another complex organization.
HOW TO APPLY:
Interested applicants must complete a Southern University employment Application.
APPLICATIONS SHOULD INCLUDE:
- A cover letter detailing experience and alignment with the role.
- A curriculum vitae (CV) or resume highlighting expertise and accomplishments.
- Three (3) professional references.
Point of Contact:
Dawn Harris
Chief Human Resources Officer
A criminal background check and reference verification are required.
EEO/ADA Statement: The Southern University System complies with Title IX of the Education Amendments of 1972, Titles VI and VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and other federal, state, and local laws. Southern University and A&M College forbids discriminating or harassing conduct that is based on an individual’s race, color, religion, sex, ethnicity, national origin or ancestry, age, physical or mental disability, sexual orientation, gender identity, gender expression, genetic information, veteran or military status, membership in uniformed services, and all other categories protected by applicable federal and state laws. This commitment applies to but is not limited to decisions concerning hiring and promotion, the administration of educational programs and policies, scholarship and loan programs, and athletic or other college-administered programs. Discriminatory acts of any kind are strictly forbidden.