Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M University

Department

Residence Life And Housing

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

The Department of Residence Life is housed within the Division of Student Affairs. It is comprised of 60+ full-time staff and 180+ graduate and undergraduate student staff. We offer a fun, academic-centered environment where each staff member has the opportunity to make a difference in the lives of students. To learn more, please visit our website https://reslife.tamu.edu/ .

What we want

We are seeking an Administrative Associate who will be responsible for providing advanced skills in office support. This position is critical to the management of the office's administrative efforts, and is responsible for the clerical functions of the Area Office for two Coordinators of Residence Life, three to six Hall Directors, and up to nine Graduate Hall Directors. We envision our ideal individual will have a competency in communication, demonstrate valuable customer service skills, and supervisory capability. This is a great opportunity for development, as you will be able to serve on varying committees ranging from departmental to university-wide, as well as participate in professional trainings and workshops. Our selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this job description appeals to you, we encourage you to apply to be considered for this great opportunity.

What you need to know

Cover Letter/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 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 spreadsheet and word processing software programs

• Interpersonal and communication skills

• Keyboarding skills

• Ability to multi-task and work cooperatively with others

Preferred Education:

Responsibilities:

• Office Support - Oversees the daily operations of the Area Office. Daily operations including scheduling appointments, coordinating meetings, corresponding with outside entities as well as being the primary facilitator of communication with the Area Office Staff (Coordinators, Hall Directors Staff, and Student Staff). Responsible for distribution of department intracampus mail. Types and proofreads letters, memos, work requests, duty and training schedules, staff rosters, and all other reports, forms and documents necessary in the Area Office. Prepares agendas and compiles data for meetings. Distributes office mail and processes as appropriate. Distributes fliers and information to residence halls. Provides daily administrative support to the Coordinator(s) and assists with projects and committee work. Assists Coordinators with their specific responsibilities that may include the hiring process and maintenance of staff rosters for approximately 150 Resident Advisors; the hiring process and maintenance of staff rosters of 9 Hall Directors and 12 Graduate Hall Directors; assisting in scheduling conduct conferences; verifying academic records for appropriate staff and student leaders; and providing assistance to faculty and staff involved in living learning communities. Serves as a resource to staff in regard to schedules and forms needed for all pertinent processes. Assists the Housing Assignments Office, Conference Services and Residence Life staff coordinate summer operations (billings and check in process) with camps, conferences, summer school and interim student housing.

• Communication - Provides excellent customer service to various University community members. Greets visitors, answers telephones, screens calls, takes messages, schedules appointments and coordinates meetings. Answers customer questions appropriately. Works in conjunction with other Residence Life and University Staff Offices to handle customer complaints and emergencies. Serves as a resource to students and families during summer school, new student conferences, and continuing education conference guests in regards to locations of buildings and programs.

• Data Entry - Performs data entry and verification for several databases. Assists with appropriate public space reservations.

• Supervision - Recruits, hires, trains, supervises and evaluates student staff as assigned by The Coordinator of Residence Life. Approves time sheets for student staff using Workday. Works with the HR Liaison for Residence Life on updates to the position descriptions for the Student Office Staff. Ensures the Student Office Staff reads and signs their position description annually during the evaluation period and completes all University required trainings. Supervisors of the 24-Hour Desk Operations are responsible for desk coverage and staffing and will be responsible for working at the 24-Hour Desk when shifts are not covered.

• Development - Serves on department, division and university committees. Serves as staff support for departmental committees. Participates in workshops and training as needed. Advances the philosophy of multiculturalism and actively promotes diversity and the uniqueness of each individual. Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University and TAMHSC, 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.

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.