Administrative Associate III (Psychology)

Job Title

Administrative Associate III (Psychology)

Agency

Prairie View A&M University

Department

Department Of Psychology

Proposed Minimum Salary

$12.07 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.

This position is responsible for performing advanced-complex clerical duties for the psychology department head, and undergraduate and graduate programs. The Administrative Associate III, under general supervision, is responsible for providing advanced secretarial and administrative support of a confidential nature, and other related tasks as assigned.

Responsibilities:

• Disseminates information to Deans and other campus offices as necessary.

• Manages day-to-day copying, faxing and mailing of documents.

• Prepares and updates brochures and other periodic publications.

• Maintains files of correspondences on faculty and student records.

• Files documents within 72 hours of receipt. Maintains database and interacts with the Student Information System and Banner to gather student files for registration, add and drop for students majoring in psychology.

• Schedules and coordinate meetings, workshops and conferences.

• Prepares and files minutes of departmental faculty meetings in coordination.

• Responds to communications and requests from students, the university community, and other external universities and firms regarding the psychology program, curriculum, research and the psychology department.

• Prepares data and gathers information for surveys, after consulting with the department head.

• Coordinates overlapping activities of the administrative staff and student worker personnel.

• Provides technical assistance on a daily basis regarding computers, copier machine, telephone equipment, overhead projectors and other equipment in the department.

• Coordinates acquisitions and distribution of keys to Don Clark Building Second Floor Level.

• Performs other task as instructed by the Department Head.

• The Administrative Associate III's accountability extends to the Dean's Office, per the organizational chart.

• Implements day-to-day administrative procedures and processes consistent with established university and the system rules, regulations and policies including preparing purchase orders, purchasing via ProCard, preparing reconciliation reports, ordering and monitoring supplies for the department, handles departmental travel arrangements and reimbursements.

• Performs all necessary tasks regarding faculty contacts, students’ scholarships, graduate assistantships, workloads, overload, external employment reports, small class report, inventory reports; updates necessary faculty data; assists psychology advisors and psychology majors to enroll in courses; assists faculty with inputting grades, attendances, and grade changes.

• Performs various departmental related duties through Banner, FAMIS, Workday and PantherTracks.

• Ensures all equipment and supplies of the department are kept in a safe and secured environment.

• Providing administrative and clerical support to the Department Head of Psychology, primarily, and then to other departmental faculty, in the execution of daily secretarial duties such as acting as receptionist; hand delivering documents to various offices on campus; distributing mail, updating the department website, ordering textbooks and desk copies, maintaining departmental files to include those of faculty, staff,  and students,.

• Overseeing the operations and activities of the students working in the department and of the psych lab, and assisting the Department Head with class scheduling, registration, preparation of annual budget, developing EPAs, also, informing him when faculty or staff are absent. In the latter case, the incumbent should coordinate coverage of their classes and duties.

Required Education and Experience:

• High school diploma or equivalent.

• Three years of related experience.

Required Knowledge, Skills and Abilities:

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

• Knowledge of student information systems, degree planning, and degree audits.

• Ability to multitask and work cooperatively with others.

• Strong verbal and written communication skills.

• Ability to work with sensitive information and maintain confidentiality.

• Strong interpersonal and organizational 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/Affirmative Action/Veterans/Disability Employer committed to diversity.

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.