Administrative Associate II

Job Title

Administrative Associate II

Agency

Prairie View A&M University

Department

Career Services

Proposed Minimum Salary

$12.00 hourly

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

This position may pay more than the minimum proposed salary listed above, depending on experience and/or qualifications of the selected candidate.

The primary responsibility of the Administrative Associate II  is to provide administrative support, management, coordination of budgets, processes, activities, and office operations. To establish a fluid and accurate system of recordkeeping, maintaining, and processing of departmental documents, activities, and services.  Oversees the day-to-day monitoring and execution of departmental finances, operations, and affiliations. 

Responsibilities:

Reporting/Verifying/Recordkeeping

• Reporting to management and executing instructions.

• Liaising with management and staff regarding administrative matters.

• Keeping track of account balances and managing grants, contracts, and agreements.

• Approves expenditure and issuing payments to vendors and suppliers.

• Verifies timesheets and processing payroll.

Arranging/Preparing/Scheduling

• Scheduling and managing meetings, conferences, workshops, and special events.

• Making travel arrangements, coordinating conference calls, and handling RSVPs for events.

• Prepares various forms and requests for the department: Leave Forms, Concur, Purchase Orders, IDO’s Travel arrangements Vouchers, Payroll Adjustment, Gift Transmittal, Memo’s, letters as needed..

• Reads, reviews, and scans all incoming correspondences including emails, letters, and job postings for appropriate routing. File and record accordingly.

• Coordinate the collection of Time and Effort Certification for all employees working on sponsored agreement and maintain Bi-weekly timesheet, payroll reimbursement for intern students through the Department; performs other job-related duties as assigned.

Coordinating/Maintaining/Processing

• Order office supplies and maintain inventory, track purchase orders, verify invoices and resolve billing problems and errors with vendors and/or accounting office. Maintained accurate records of all purchased items.

• Holds Procurement Card maintain and reconcile monthly reports for the department, all transaction in accordance with the Procurement Card Program Policy.  Maintain monthly review of statements of all account reconciliation.

• Oversees the maintenance, repair, and replacement of department agreements, memberships, career tools, office equipment and furniture.

• Coordinates the leave and travel activities and manage the records for the department

• Review bi-weekly time sheet for intern students

• Coordinates the processing of contracts and agreements in order of the Contracts Department.

• Maintains confidentiality with sensitive information and correspondence.

• Hires and trains new Office Administrators

• Design Brochures, posters and flyers for the department-sponsored program and advertise/ distribute campus-wide emails

• Maintains confidentiality of FERPA data, department processes, and information related to departmental staff; other duties as assigned.

Required Education and Experience:

• High School Diploma

• Two years of related experience

Preferred Education and Experience:

• Associate or Bachelor's degree in business administration, or similar field of study.

• Three to five years of experience in an administrative or office role.

Required Knowledge, Skills and Abilities:

• Advanced proficiency in word processing and spreadsheet software.

• Extensive experience in managing payments, budgets, and expenditures.

• Exceptional ability to manage office operations and oversee student workers.

• Advanced ability to plan, schedule, and execute office-related events.

• In-depth knowledge of administrative recordkeeping practices.

• Experience in handling confidential and sensitive information.

• Excellent written and verbal communicationskills.

• Ability to work with individuals on all levels of the university.

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.

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/Affirmative Action/Veterans/Disability Employer.