Administrative Associate II

Job Title

Administrative Associate II

Agency

Prairie View A&M University

Department

Transportation Center

Proposed Minimum Salary

$12.00 hourly

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

The Administrative Associate II works under general supervision and provides routine administrative support work in the Transportation Center and professional staff to include: typing business correspondence, memos and other materials, assist in preparing any required responses, and assure appropriate information is filed in divisional central file.

Responsibilities:

• Provides data entry and system management of all University Fleet information requirements by the State of Texas through the Texas Fleet System like mileage records, fuel usage, repair data, vehicle registration and inventory records; ensures that data is maintained current as per the State of Texas requirements; assists with the rental program which include processing all paperwork for pickup and return; and reconciles shuttle drivers pre-trip and post-trip logs and review drivers license of the shuttle drivers on a regular basis.

• Assists the Manager in coordinating the daily work flow by managing a departmental calendar which aids in scheduling various office management activities including routine accounting/budget, personnel requirements, state requirements and university requirements; employs office management procedures as instructed by Manager and assist in ensuring that the Transportation Department operates according to university policy.

• Manage vehicle registration process, enter billing and collections information into Banner and Canopy; review office procedures to streamline flow of operations; maintain office supplies, office keys and equipment; assure the confidentiality of mail, correspondence and reports; prepare presentations and communication materials for the unity; serve on the department committees; maintains employee personnel information including change of status, leave request, terminations, attendance records, performance evaluations; initiates business processes in Workday such as creating positions, creating job requisitions to advertise positions, and hiring actions; Process data entry into CS Gold for access.

• Purchasing: Input requisitions into FAMIS & Buy A&M systems, reviews and reconcile departmental purchase requisitions and credit card purchases; alerts the Transportation Department of potential problems and recommend solutions to mitigate problems; maintains spreadsheets to show purchase orders/credit purchases with account balances; assist in the administrator of contracts; maintain the travel budget to include making all travel arrangements for staff and preparing travel reimbursement vouchers.

• Providing excellent professional customer service to students, faculty, staff, and the general public; composing and preparing general correspondence; entering data for assessment purposes; and assisting with routine and/or specialized reports, orientations, conferences, and projects as requested by the Director.

• Types letter, memos, reports, purchase requisitions/purchase orders and other material from notes or rough drafts requiring the knowledge of subject matter/or departmental procedures and practices; proofreads final product for correct grammar, punctuation and spelling. Handles all confidential correspondence for the Transportation Department. Arranges meetings, conferences and workshops, prepares the agendas and minutes for the meeting; serves as administrator liaison with other departments on campus and outside organizations and agencies concerning administrative policies, procedures and practices; update the department website as changes occur; assist with special events.

• Designs and/or executes and effective system for internal controls concerning records retention; develops and schedules operation procedures for compliance regarding records retention, storage and destruction; maintains filing system for the Transportation Department. Backup Electronic Computerized Systems (TMA, Share Folder, Time Clock).

Required Education and Experience:

• High school diploma.

• Two years of related experience.

Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.

• Ability to multitask and work cooperatively with others.

• Effective verbal and written communication skills.

Job Posting Close Date:

Required Attachments:

Please attach all required documents listed below in 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 the PVAMU Career 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 at 936-261-1730 or [email protected] should you need assistance with the online application process.

Background Check Requirements:

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.