Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M University - Texarkana

Department

Success Center

Proposed Minimum Salary

Commensurate

Job Location

Texarkana, Texas

Job Type

Staff

Job Description

This position is responsible for complex administrative support necessary for the efficient operation of the TRIO Student Support Services (SSS) project. This position is grant funded on a five-year cycle and dependent on the renewal of the grant for continuation.

KNOWLEDGE & SKILLS REQUIRED:
Minimum Qualifications

• High school diploma or equivalent combination of education and experience.
• Three years of related experience.
• Knowledge of word processing, spreadsheet, database applications.
• Ability to multitask and work cooperatively with others. 
• Interpersonal and communication skills.
• Strong verbal and written communication skills. 
• Ability to work with sensitive information and maintain confidentiality.
• Strong interpersonal and organizational skills.

Preferred Qualifications

• Experience in Higher Education.
• Experience in Microsoft Office Suite, data entry, budgeting, and record maintenance skills.
• Ability to create marketing, recruiting, and presentation material.
• Understanding of barriers facing low-income students, first-generation college students, and students with disabilities.
• General knowledge of federal TRIO programs or similar program.

ESSENTIAL FUNCTIONS:

• Coordinates daily office support activities and administrative interactions; assists in the coordination of daily workflow and the resolution of complex, highly sensitive, and confidential matters; provides organizational planning and problem-solving skills. Receive incoming calls, students, and guests, take and distribute messages, schedule appointments and give information to callers/visitors or route calls/visitors to appropriate area, and place outgoing calls.
• Researches and analyzes administrative requirements for federal TRIO projects; provides technical information regarding administrative procedures and services; reviews and analyzes statistical reports and revises systems and procedures as needed. Creates and revises systems and procedures by analyzing operating practices, student recordkeeping systems, all project forms creation and control, statistical reports; implementing changes made by supervisor.
• Input participant data and maintain computerized student database tracking program (Blumen) in a timely manner for annual performance reporting accuracy. Assist in the recruitment and retention efforts of the project.
• Communicates effectively, and collaborates with faculty, staff, participants, and community members and identifies administrative issues and provides possible solutions.
• Assists with the preparation of reports and data collection including, but not limited to, student feedback, utilization of services, equipment inventory and check-out, and analyzes statistical participant data.
• Develops and implements a TRIO SSS communication plan to disseminate updates. Creates advertising and marketing materials and signage. Disseminates information to students regarding available services, including via social media sites
• Maintains professional and technical knowledge by coordinating educational workshops; attends professional development training; establishes professional networks; participates in professional events.
• Maintains a variety of fiscal, administrative, and academic records--uses FAMIS/CANOPY and MS Excel to maintain and reconcile TRIO SSS accounts monthly or as needed and keep the supervisor advised of balances and prepares requests for expenditures; maintains current inventory of office supplies, prepare requisitions for replacement of supplies and equipment; performs ongoing inventory of office supplies and equipment in compliance with university and federal guidelines. 
• Prepares routine correspondence including meeting agendas/minutes, mass mailings, handouts/copies, and outgoing mail; receive and process incoming mail.
• Schedule and coordinate arrangements for appointments, meetings, workshops, conferences, and travel plans; may set up for meetings and workshops/events to include facilities, equipment, and supplies. 
• Proofs, edits, and makes recommendations for revision of all written communication and documents, particular attention given to grammar, spelling, and punctuation.
• Maintains accurate records and federal documentation requirements, including comprehensive project participant records and filing systems in accordance with FERPA and federal regulations.
• Works independently with general supervision. Complete tasks in a timely manner; must have the ability to prioritize work to meet deadlines and handle periods of increased workload demands in compliance with all university and federal regulations.
• Demonstrates a model student service attitude in all interactions with project participants by providing cordial, caring, thorough, proactive, and encouraging assistance and direction.
• Perform secretarial, front office, and all other duties as outlined in grant and/or assigned by supervisor. 
• This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions.
• Other duties may be assigned.

OPEN UNTIL FILLED. To receive full consideration, you must have your application in before January 3, 2022.

To apply: Upload your cover letter, resume, 3 professional references with contact information and with one reference being a supervisor/manager and copies of your transcripts in the questionnaire section of your application.

Please remember once you submit your application you will not be able to “revise” or upload any documents. If you have any questions about uploading or a revision to your application, you may contact [email protected] .

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.