Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M University Health Science Center

Department

Tamhsc Mcallen Campus

Proposed Minimum Salary

Commensurate

Job Location

Mcallen, Texas

Job Type

Staff

Job Description

What we believe

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents and identities are vital to accomplishing our mission and living our core values .”

Who we are

As one of the fastest-growing academic health centers in the nation, the Texas A&M University Health Science Center encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.

What we want

The Health Science Center (HSC) – McAllen is looking for an Administrative Associate III. The Administrative Associate will serve as a receptionist, will provide administrative support services to all McAllen Program. We desire an individual who subscribes to and supports our commitment as stated above. The successful person will be able to communicate effectively with local resident’s, collaborators, and employees at all levels of the organization and have excellent customer service skills. This person will deal with sensitive information in a confidential manner, must be professional and work independently and collaboratively, pay attention to detail, and be able to apply strong organizational skills while being flexible in their daily routine. If this is you, we invite you to apply to become a member of our team.

Resume/References: A resume is required, please upload the document on the application. Reference checking is done in Xref. If you are contacted by an HR Liaison requesting that you submit/provide your references in Xref, please note that two must be previous or current managers/supervisors.

Salary Range: $13.75/hourly -- $14.25/hourly

Job Summary: The Administrative Associate III will serve as a receptionist, will provide administrative support services to all McAllen Programs, and will assist with business office/financial duties, as needed.

Required Education and Experience:

• High school diploma or equivalent combination of education and experience.
• Three years of related experience.

Required Special Knowledge, Skills, and Abilities:

• Must be bilingual (English/Spanish).
• Knowledge of word processing, spreadsheet, and database applications.
• Knowledge of business financial software/program(s).
• Ability to multitask and work cooperatively with others.
• Ability to work with sensitive information and maintain confidentiality. 
• Strong verbal and written communication skills. 
• Strong interpersonal and organizational skills.

Preferred Education and Experience:

• One year of financial and business experience.

Preferred Special Knowledge, Skills, and Abilities:

• Advanced knowledge and experience in using Microsoft Office applications, Adobe software, and Canva.
• Knowledge of accounts payable, reconciliation processes, and tracking/monitoring expenses.
• Ability to work with diverse low-income population.

Responsibilities:

Administrative Support

• Performs general clerical and support to include receptionist duties (i.e., greet, guide, and interact with program participants and general visitors).
• Assists with the maintenance of operational binder. Performs mail services.
• Performs word processing, desktop publishing, presentation, and data management activities, and assists staff with the use of these applications. Composes correspondence, reports, publications, and presentations, including editing and proofreading. Creates and maintains spreadsheets and databases.
• Monitors copier usage and submits meter readings. Verifies, processes, and reviews forms, reports, and other documents. Maintains office supplies and equipment. Maintains office reference materials including online office materials.
• May deliver, pick up documents, supplies, equipment, or materials. Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies.
• Researches and analyzes administrative requirements for specific programs or projects. Provides technical information regarding administrative procedures, services, or programs.
• Assists program staff in various ways but not limited to preparing outreach material, issuing out program material, and answering the public’s general inquiries.
• Stays abreast and works closely with the Program staff regarding the most up to date program information.
• Responsible for keeping the program material in the lobby up to date.
• Assists with placing supply orders, completing the receiving in the system, and maintaining inventory. Assists with the reports pertaining of state vehicles.

Business/Financial Support

• Assists with the management of assets in the system and annual inventory process. Assists with itemizing/allocating all payment/travel card expenses in Concur to include mileage.
• Works closely with vendors regarding vendor setup, status of payment, etc. Works with the Financial Management Operation department on financial inquiries. Works closely with the Healthy Texas Business Office (HT-BO) on any HT purchases/payments.
• Stays abreast of any changes/updates and assists with the reconciliations of department accounts.

Activities/Event Coordination

• Makes arrangements for meetings, appointments, conferences, and travel.
• Sets up for meetings, seminars, and other special events to include facilities, equipment, and food. Responsible for monitoring the use of the facility in RoomTraq.
• Coordinates with IT and Facilities personnel regarding room usage and preparations. Maintains workrooms and storage areas. May coordinate activities and assign work to student workers and support staff.

Other Duties

• Performs other duties as assigned.

Other Requirements or Other Factors:

• Travel is required. Must be able to travel to other locations.
• Light to moderate lifting required up to 25lbs.
• May work a flexible schedule outside the regular business hours.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

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.