Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M Engineering Extension Service

Department

TEEX Testing and Innovation Center

Proposed Minimum Salary

$16.77 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Associate III, under general supervision, provides administrative support and customer services to the TEEX Testing & Innovation Center.   Duties include assisting with clerical and administrative support, processing technical service offerings information to include participant registration, data input, and drafting correspondence.  This position is responsible for purchasing of office supplies, maintaining inventory, and assisting the Center staff with project tracking.  This position reports to the TEEX Testing & Innovation Center Director.

Required Qualifications:

• High School Diploma or GED

• Three years of experience in general office, clerical, or customer relations experience

Required Licenses/Certifications: 

• Valid Texas Driver’s License

Preferred Qualifications: 

• Associates Degree from an accredited college or university

• Four or more years of customer relations experience

Physical Requirements:

• Ability to sit for extensive periods of time in an office environment

• Ability to communicate verbally and in writing

• Regular use of computer/keyboard

• Physical conditioning consistent moving, maintaining office supplies, training materials, academic records, and/or training documents

• Some lifting/carrying of office and online training reference materials, documents, supplies, records, certificates up to 20 lbs.

• Ability to travel independently to other locations by driving

Knowledge, Skills, and Abilities:

• Working knowledge of word processing, spreadsheet, and data entry applications, standard office equipment, and computer

• Ability to work independently and use discretion in making decisions in accordance with the TEEX SAPs and/or any other rules as determined by Agency compliance

• Excellent customer service skills

• Ability to multitask and work cooperatively with others

• Strong verbal and written communication skills, analytical, interpersonal, and organizational skills

• Ability to interact respectfully and professionally with customers and others (students, vendors, staff, etc.)

• Ability to work productively in teams or independently as needed

• Ability to work with sensitive information and maintain confidentiality

• Ability to work in a demanding and fast-paced environment

• Ability to attend professional development opportunities and seek personal growth

• Demonstrate a positive attitude and work ethic

• Exhibit punctuality by arriving to work and scheduled events on time

• Strong attention to detail and accuracy in processing

• Ability to answer Teams telephone system, screen calls and route to additional staff as needed

• Ability to actively demonstrate the TEEX Values – Safety, Teamwork, Adaptability, Respect, and Stewardship

Equipment: 

• Frequent use of standard office equipment:  computer, keyboard, communication platforms and multi-functional printer

Notifications: 

• This position is security-sensitive.

• This position requires up to 10% travel to meetings, other local TEEX locations.

• This position may require work outside of normal work duty hours as needed and approved by the Center Director

• This position is funded from grant and/or contract funding, which is renewed through provisions of the grantor of the grant and/or contract. Therefore, the position is contingent upon continuation of funding from these grants and/or contracts, as well as satisfactory job performance.

• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.

• This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.

Essential Duties, Tasks, and Percentages: 

Provides Administrative and General Office Support- 80%:

• Processes customer requests, offers technical assistance and provides information on student registration

• Processes certificates and correspondence

• Conducts closeout procedures for each assigned offering, to include proper reporting of attendance and other required information, and scanning course folders for record retention

• Communicates any issues related to technical assistance deliveries to the Center staff.

• Receives and processes all assigned participant registration data and technical assistance packets

• Researches and gathers data for special reports as required 

• Promotes teamwork by participating in staff meetings, makes recommendations for process improvement or administrative changes

• Assists in the development of procedures, including complex or specialized functions Explains, applies, interprets, and communicates policies and procedures

• Adheres to policies and procedures within the office and assists in the development of office procedures

• Promotes teamwork by participating in meetings and helps during down times

Maintains TEEX Database and Program Records-10%:

• Enters scheduled technical assistance offerings and changes into TEEXAPPS program

• Creates, maintains, completes, and reconciles technical assistance information in TEEXApps and class folders according to State, TAMUS and TEEX policies

• Maintains a variety of fiscal, administrative, and academic records (i.e. class & student exception reports, and clear online suspect data registration errors)

• Reconciliation of classes to ensure quality control of class records

Other Administrative/Divisional Support Duties - 10%:

• Provides input into the development and improvement of office procedures

• Generates e-mails and reports as needed

• Attends trainings, promotional events, and other events held by TEEXs

• Assists with other TEEX events when needed

Other Duties:

• Participates in professional development opportunities

• Participates with Agency Initiatives (CoP’c, etc.)

• Maintains and safeguards assigned divisional equipment and property

• Maintains a clean and professional appearance

• Maintains an orderly and clean workspace

• Performs other work duties as assigned

• As part of the TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Division/ HQ Department Head

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.