Administrative Associate III

Our Commitment

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

We are a nationally known Writing Center that offers a vibrant, creative, and supportive work environment, where everyone’s voice is heard and valued.  Our focus is always on learning and that extends to the professional development of both our full-time staff and student workers because we believe every job should provide opportunity for growth. The University Writing Center supports writing and public speaking for graduate and undergraduate students across the university, with particular emphasis on supporting W and C courses. Our priorities are as follows:

• To help graduate and undergraduate students practice the habits of mature composers of written and oral communication.
• To provide resources for faculty and Graduate Assistant Teachers for integrating best writing and oral communication pedagogy into courses across the disciplines and in the core curriculum.

We acknowledge and celebrate language diversity and growth. We provide an environment in which students’ learning differences are respected and addressed, and where students are encouraged to explore their diverse voices. We embrace the university’s diversity initiatives and continually assess our progress to maintain accountability to and recognition of our unique Aggie community.

What we want

We are seeking an Administrative Associate III, to serve as a key member of our team with a focus on all front desk duties. Your most essential task will be setting and managing our daily appointment schedule, typically involving more than 70 appointments a day. You will also open the office daily, greet students and check them in, help students make appointments, answer phone calls and email inquiries, monitor the student consultants’ performance, contribute to employee training, and work with the full-time staff on managing programs. Other tasks include maintaining equipment and supply inventory, planning events, and communicating frequently with the staff about client and consultant concerns. You will provide back up support as needed to the Senior Administrative Coordinator, to include hiring, scheduling of student workers, training students, updating a variety of fiscal administrative records, and preparing payment authorization forms.  An ability to use computer software such as Microsoft Excel and Outlook and experience with event planning is also desired. Our selected candidate will be self-directed and proactive and will also support our commitment to inclusion, diversity, equity, and accountability as stated above. Strong organizational skills and flexibility to adapt to the requirements of the position, as well as a welcoming demeanor, are a must. If this description sounds interesting to you and you like the idea of working in a professional, but creative office environment, we invite you to apply to be considered for this position.

What you need to know

Salary Range : $14.00 - $18.05

Cover Letter/Resume : A cover letter and resume will assist us in our review of your application materials. These can be uploaded on the application under CV/Resume.

Required Education and Experience:

• High school graduation or equivalent combination of education and experience.
• Three years of experience in general office or clerical work.

Required Knowledge, Skills, and Abilities:

• Knowledge of spreadsheet, and database applications.
• Strong verbal and written communication skills; Ability to work with sensitive information and maintain confidentiality.
• Strong interpersonal and organizational skills; Ability to multi-task and work cooperatively with others.

Preferred Education and Experience:

• Bachelor's degree.
• More than three years of professional experience in general office or clerical work.
• Experience within TAMUS and experience in higher education.
• Experience coordinating workshops and other events.
• Experience preparing travel plans.

Preferred Knowledge, Skills, and Abilities:

• Excellent customer service skills.
• Proficiency in Microsoft Office programs including Word, Excel, Outlook, and PowerPoint.
• Scheduling and event coordination skills. Ability to establish and maintain effective working relationships.
• Strong attention to detail. Proficiency in scheduling applications.
• Ability to organize and prioritize work activities.
• Ability to plan, prepare, and monitor budgets.

Responsibilities:

• Administrative - Assists supervisor in managing the day-to-day operations of the office by overseeing employee and student-related administrative duties. Opens and closes the Writing Center. Greets clients and visitors and directs them to their requested area of assistance, be that checking them in for a consultation or answering inquiries concerning Writing Center procedures, policies, and services. Answers the phones, screen calls, and takes messages for absent administrators. Schedules client appointments and manages the rescheduling of clients when conflicts arise. Orders supplies according to office and specific administrative needs. Receives, sorts, and distributes mail. Keeps carrels, books, and supply closets in order. Prepares weekly staff meeting announcements in a PowerPoint format, as well as the sign-in sheets. Collaborates with the department in planning student trainings. Arranges student travel. Aids with departmental record keeping. Acts as IT liaison for student consultants and for the PR team on the Fourwinds digital display software system. Schedules library room usage. Supports other administrations and team leaders within the department by compiling data on consultant job performance. Assigns tasks to student workers as needed.

• Business - Coordinates and participates in approximately 30-40 student hires each semester. Verifies and approves time-sheets for approximately 70 student workers. Assists supervisor in reviewing and updating departmental budget spreadsheets, giving suggestions on improvement when applicable.

• Event Coordination - Enters information in the ERS registration system for Writing Center events. Manages attendee needs before and during event. Coordinates all aspects of the event such as, contacting all participants; assembling materials for workshops or events; scheduling venues; arranging food and/or drink; attending the events, as needed to help with registration and coordination.Performs other duties as assigned.

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.