"Executive Assistant to General Counsel & Chief University Compliance Officer"

Job Summary

The Executive Assistant to the General Counsel and the Chief University Compliance Officer is responsible for managing the operations of both the office of the General Counsel and the Chief University Compliance Officer. Under the supervision of General Counsel and Chief University Compliance Officer, this position provides a broad range of paraprofessional, technical, and administrative support services to both offices.

Duties & Essential Job Functions

1. Manages daily operations of the General Counsel and Chief University Compliance Officer by providing various administrative duties, many involving confidentiality, public records, public relations, coordinating calendars, maintaining office inventory of supplies and printed materials, screening of phone calls, and visitors.
2. Anticipates needs of and ensures executives have up to the minute knowledge of issues and projects as well as requisite materials, documents and reports by reading, researching, interpreting, updating, drafting, editing and submitting information reports; collecting and analyzing information and initiating telecommunications; reporting to executive regarding results of analyses and research; briefing executive on daily events and projects; ensuring executive has up to the minute knowledge of project timelines and status; processing budget; Reads, interprets, and prepares information reports, technical reports, electronic communications, briefings and other data.
3. Facilitates department projects by monitoring time and date requirements, funding and student-worker staffing; implementing plan and schedule changes; communicating status changes with team members; coordinating resource availability with requests; maintaining calendars; monitoring time and date requirements; reporting project status, needs, and outcomes to executive and staff on regular basis.
4. Manages public relations by greeting visitors, customers, constituents, and colleagues in person or on the telephone; answering or referring inquiries, providing information and assistance regarding department functions.
5. Maintains department schedules by keeping calendars for department staff; arranging meetings, conferences, teleconferences, and travel.
6. Assists with planning and arranging meetings, conference, teleconferences, and travel as needed; coordinating catering and logistics associated with meetings and programs; tracking responses accordingly.
7. Facilitates the daily activities of the office by welcoming and informing visitors to the office; answering or directing inquiries; providing assistance to the department staff for projects and scheduled activities, scheduling and setting priorities; preparing correspondence; reviewing invoices, authorizing, and processing payments.
8. Assists with calendaring and monitors time-sensitive deadlines for claims, litigation, and other legal procedures.
9. Complies, reviews, and organizes evidence and other information for administrative agencies.
10. Maintains confidential files; contacts college administrators, members of the Board of Trustees, public agencies, and members of the public to obtain or transmit information for General Counsel and Chief University Compliance Officer.
11. Assists with budget planning and budget management for the General Counsel and Chief University Compliance Officer as needed.
12. Manages financial processes, including processing of invoices and vendor management for outside counsel and compliance service providers, requisitions, purchase orders, travel approvals, contracts, etc.; assists staff with budget monitoring and reporting, when requested.
13. Performs other related duties as assigned.

Required Education & Experience

• Bachelor’s degree and 5 plus years of progressively responsible experience in general office management.
  OR
  High school diploma or GED and 9 plus years of progressively responsible experience in general office management.

Preferred Education & Experience

• Experience working in a law office or legal setting.

Required Licensure/Certification/Specialized Training

None

Preferred Licensure, Certification, and/or Specialized Training

None

Knowledge, Skills & Abilities

• Knowledge of budget process and bookkeeping/record keeping techniques.
• Knowledge of legal terminology, phraseology, principles, procedures, and forms as related to administrative work performed.
• Skill in Microsoft Windows, Microsoft Office, Macintosh Keynote, PeopleSoft.
• Ability to manage multiple projects and meet deadlines.
• Ability to evaluate and take independent action to improve operations manage multiple projects and meet deadlines.
• Ability to screen calls and visitors and direct them through proper channels to address their needs and/or independently gather information on confidential issues which must be addressed at the Provost level.
• Ability to clearly communication information.
• Ability to draft grammatically correct correspondence.

TCU Core Competencies

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations)

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.