Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M University

Department

Chemistry

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

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

Texas A&M University’s Department of Chemistry, is a cadre of faculty, staff, graduate students, postdoctoral fellows, academic advisors, scientific and technical staff, who have a shared purpose of translating our passion for chemistry to young scholars at all levels in many scientific fields. The Business Office strives to support the goals of the faculty, staff and students in teaching, research and outreach programs, and adheres to the professional standards and integrity in processing university Business. To learn more, please visit our website: http://www.chem.tamu.edu/ .

What we want

The Administrative Associate III is responsible for providing advanced skills in office support associated with the laboratory operations of the five instructional Organic Laboratory Courses, CHEM 231, CHEM 234, CHEM 237, CHEM 238, and CHEM 242 in the Undergraduate Organic Chemistry Laboratory Program. Aids Teaching Assistants and students enrolled in the courses. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If this description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Cover Letter and Resume: A cover letter and resume are strongly recommended. You may upload them on the application under the CV/Resume section.

COVID-19 information:  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

Required Education and Experience:

• High School Diploma or GED, or any equivalent combination of education and experience

• Three years of experience in general office or clerical work

Required Knowledge, Skills, and Abilities:

• Working knowledge of word processing and spreadsheet programs

• Interpersonal skills

• Keyboarding skills

• Ability to multi-task and work cooperatively with others

Preferred Education and Experience:

• Associate's or Business College degree

• Five years of experience in general office or clerical work

Preferred Licenses and Certifications:

• Certified Administrative Professional (CAP) certification

Preferred Knowledge, Skills, and Abilities:

• Knowledge of and experience with COMPASS, eCampus, Sapling Learning, Qualtrics Program for Online Survey, AggieBuy

Responsibilities:

• Student Worker Support - Coordinates with Administrative Assistant each semester to establish a working schedule of student workers to ensure adequate coverage of teaching laboratory stockroom that serves the 1800 students enrolled in the organic chemistry laboratory classes. Oversees student worker daily recording of work hours, verifies records, and manages online bi-weekly payroll service for approximately 20 Student Workers. Provides department payroll office with student worker employment verification documentation and class schedule each semester to ensure compliance with University rules and regulations. Supervises student workers in daily routines required to facilitate operational processes of the laboratory classes.

• Office Supply Requisition Support - Maintains office supply inventory. Monitors usages and uses initiative in determining resupply. Uses the Aggiebuy online system to purchase office supplies needed for Organic Laboratory and Lecture program and staff.

• Make-Up Laboratory Support - Schedules and maintains the weekly make-up laboratory offered by the organic laboratory program. Schedules, monitors, and maintains records of undergraduate students attendance of the make-up laboratory. Schedules attendance and notifies Teaching Assistants, Organic Lab staff, and student workers each week of the number of students attending the extra make-up lab, ensuring adequate laboratory supervision and support.

• Course Evaluation Support - Coordinates with the Departmental Evaluation Committee the setup and distribution of electronic Course Evaluation System using the Qualtrics Program for Online Survey. Generates reports by course and section to be distributed to Teaching Assistants, Professors, Department Head, and Associate Department Head at the end of each semester. Ensures that Professor evaluations are posted according to University Policy.

• Record Management - Assists in the preparation of computer laboratory grade records for graduate teaching assistants. Aids and trains Teaching Assistants in the use of eCampus and Sapling Learning to ensure grades are available to undergraduate students. Maintains archived grade records for the laboratory courses. Uses initiative to ensure the grading and computer recording of homework, laboratory reports and quizzes are completed in a timely manner. Maintains a weekly attendance record for each laboratory course. An addition of online component to the student course work requires verification that students have completed online component to allow each student to attend weekly laboratory class. Oversees Teaching Assistant compliance with Program Attendance Policy. Verifies that final exams, lab reports, and quizzes are maintained for the proper amount of time as set forth by the University. Organizes the proper packaging and documentation of documents for transport to the Records Office. Coordinates with the Records Management office the pickup and disposal, according to TAMUS records retention schedule, of Lecture and Laboratories documents.

• Reproduction Services Support - Maintains copier machine for organic laboratory program. Submits monthly usage billing to department business office. Assists users and requests equipment maintenance service. Interacts with and assists Organic Lecture Faculty with use of copier machine. Responsible for security and integrity throughout the reproduction of Syllabi, Exams, Quizzes, and Finals. Sets up and maintains standard user accounts. Monitors log of reproductions made on device by individuals. Responsible for access code setup for new personnel (faculty, teaching assistants, and staff). 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.

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.