Administrative Associate III

Job Title

Administrative Associate III

Agency

Prairie View A&M University

Department

Department Of Chemistry

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.

Under general supervision, provide diverse administrative support to the Department of Chemistry and Physics Department Head, faculty and students. Primary duties include, but are not limited to, providing administrative assistance for the Chemistry and Physics Department and Deans office when needed; assists in resolving advanced, highly sensitive, and confidential administrative matters; serves as the Departments primary contact for Banner and Workday; disseminates information regarding academic deadlines; implements, prepares, and maintains a variety of documents; monitors incoming documents to ensure accuracy and timely submission; compiles and submits graduation audits for the chemistry department; reviews, and submits time and effort for certifications from responsible parties; serves as Records Retention Coordinator. Maintain faculty files for Chemistry and Physics Department. Provides information regarding policy and procedures. Maintains a variety of fiscal administrative, and academic records.

Responsibilities:

• Provides administrative assistance to the Department of Chemistry and Physics Department Head and Deans office when needed; provides clerical support and manage daily routine tasks for both the Chemistry and Physics Department; greets and assists students and the general public, set appointments and maintain Department Head’s calendar. Monitors documents to ensure accuracy and timely submission; review incoming and outgoing documents and submit for Department Head’s approval.  Supervise student workers and maintain office files (personnel, student, and general documents). Make daily copies of all signed documents; reimbursements. 

• Initiates personnel actions in Workday; routinely interacts with Banner; provide the Department Head and Coordinator with Banner data for registration, course scheduling and graduation; enters data into the Banner System, review, and correct data in Banner INB and Panthertracks after departments have built their course schedules; enters overrides in the system after upon approval from department head; monitors mid-term and final missing grades and provide status reports to Department Head and the Dean’s office; works closely with the Registrar and Course Scheduler to interpret and disseminate information regarding Banner procedures to the faculty within the departments.

• Compiles and submits graduation audits; copy, and file graduation audits; distribute graduation letters and flyers provided by the Dean’s office. Assists with graduation luncheon/receptions.

• Serves as Time and Effort Coordinator; compiles, reviews, and submits time and effort to responsible faculty for certifications to the Office of Sponsored Projects; serves as Records Retention Coordinator; maintains and destroys records to ensure compliance with records retention policies and procedures.

• Other duties as assigned.

Education and Experience:

• High school diploma.

• Three years of related experience.

Knowledge, Skills and Abilities:

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

• Ability to multitask and work cooperatively with others.

• Strong verbal and written communication skills.

• Strong interpersonal and organizational skills.

• Ability to work with sensitive information and maintain confidentiality.

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.