Administrative Assistant IV - Facilities

Job Title

Administrative Assistant IV - Facilities

Agency

Texas A&M University - Commerce

Department

Facilities & Construction

Proposed Minimum Salary

Commensurate

Job Location

Commerce, Texas

Job Type

Staff

Job Description

INSTRUCTIONS TO APPLICANT:

During the application process the “My Experience ” page has a section provided “Attachments (Resume/CV, References, Cover letter, etc.) ” to upload required documents. 

• Use the Upload button to add each document.
• You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
• All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
• Incomplete or improperly submitted applications may be excluded from consideration.
• Please do not withdraw your application in an attempt to upload a missing document, instead please email HR for help.

Please provide the following documents :

• Cover Letter
• Resume/CV
• Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
• Transcripts (Unofficial will be accepted with application. Official transcripts are required upon acceptance of verbal offer).
  If transcripts are from an international institution, it is the responsibility of the prospective faculty member to have the transcripts translated and evaluated by an approved credential evaluator.

If you need assistance, please contact us at [email protected]

SUMMARY:

The administrative assistant IV, under general supervision of director, coordinates, plans, implements, analyzes, monitors, and evaluates administrative operations. Participates in the planning and execution of university capital projects. Provides office management for the department.

DUTIES & RESPONSIBILITIES:

• Serve as office manager and provides administrative coordination for Director of Facilities and direct reports.
• Coordinate and process initial project baseline in online system to initiate purchase order for contracted baseline. Assist accounts payable with matching invoices and reconciliation, as needed for the department.
• Responsible for meeting minutes and distribution to all stakeholders and attendees.
• Tracks and monitors contractor and billing status to ensure payments are on time and correct. Investigates questions and handles inquiries from vendors, stakeholders and campus partners.
• Maintain up to date and accurate files and records. Create, coordinate and compile project file with the project management plan, project documents, organizational process assets, enterprise environmental factors and scope baseline on each project. Provide updates to documents as directed by Director of Facilities. Conduct final audit of project documents once the project is closed.
• Serve as point of contact for vendors, working with campus partners to ensure procurement policies are followed, and ensure campus policy and procedures are distributed to vendors and signed as read and received prior to vendor doing any work on campus.
• Schedule meetings, coordinate and communicate with vendors and university departments to verify billing and project status remains on track. Build and maintain a positive and productive working relationship with vendors and campus partners.
• Present project status, timeline and outcomes in stakeholder meetings.
• Assists director in gathering data, analyzing data and incorporating data into necessary reports and communications.
• Assist the Director with project status and operational meetings and processes.
• May represent department with outside agencies, contacts, other universities, etc.
• Evaluate work methods and makes suggestions to improve procedures and job efficiency.
• Coordinate and update departmental website with accurate documentation and information. Collaborate with Marketing and Communications to promote proper branding and content format.
• Make travel arrangements in adherence with University travel guidelines for department.
• Other duties as assigned by director to assist in the project planning and constructions phases.

MINIMUM REQUIREMENTS:

• Education: Bachelor’s degree or equivalent combination of education and experience.
• Experience / Knowledge / Skills: Three (3) years combination of direct and indirect experience with transferable skills may be considered. Effective communication and written skills with strong knowledge of Word, Excel, and Power Point. Detail oriented. Excellent math skills.

• Ability to: Ability to handle multiple tasks simultaneously and work cooperatively with others.
• Licensing/ProfessionalCertifications:None
• Physical Requirements: None
• Other Requirements: None

PREFERRED EDUCATION / SKILLS/ EXPERIENCE:

Degree preferred. Prior administrative/project experience in higher education, preferably with financial / accounting experience.

SUPERVISION OF OTHERS:

May supervise student workers under the direction of the director.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/AffirmativeAction/Veterans/Disability Employer committed to diversity.