Administrative Associate IV - College of Arts & Sciences

Job Title

Administrative Associate IV - College of Arts & Sciences

Agency

Texas A&M University - Central Texas

Department

College Of Arts & Sciences

Proposed Minimum Salary

$14.23 hourly

Job Location

Killeen, Texas

Job Type

Staff

Job Description

Works under general supervision and provides advanced administrative support work.

Responsibilities:

• Provide administrative support to several departments
• Performs general office duties such as ordering supplies, maintains faculty records, and student files, conference room reservation, updating websites
• Oversees management of the office to ensure appropriate coverage and effectiveness
• Prepare correspondence and reports, mail preparation, copying, distribution, routing documents for signature
• Filing and retrieving documents, records and reports
• Manages the collection textbook adoptions and uploading syllabi
• Assists students in a variety of ways such as course overrides, appointments with faculty; assist with solving problems, issues or concerns
• Handles highly sensitive and confidential reports and correspondence.
• Drafts and composes routine correspondence on behalf of the Chair and department faculty
• Alerts the Chair and Dean to outstanding issues and staff concerns
• Assists in the production of documents and proofing of final documents prepared for the appropriate signature or for distribution
• Greets visitors and answers and screens telephone calls
• Prepares executive summaries and drafts of reports.
• Attends various academic meetings in order to prepare and distribute minutes.
• Participates on committees, including faculty and staff search committees.
• Screens complaints to determine the appropriate action or referral.
• Serves as a liaison with faculty and staff.
• Participates in selected events.
• Advises students, administrators, employees, and those outside the institution regarding policies, procedures, and rules.
• Frequently must deal with unhappy students
• Plans and coordinates meetings involving various on and off campus groups, may hold a leadrole on projects as assigned by various departments.
• Assists with travel arrangements for the department faculty and staff.
• Manages requests for appointments by prioritizing, researching, and responding to or delegating responses as appropriate.
• Assists with employment searches conducted by the department.
• Tracks, anticipates, and prepares for upcoming deadlines and events that require action by the department.
• Prepares and reviews travel vouchers and expense reports for accuracy and ensures compliance with all university financial rules and procedures.
• Manages purchasing requirement and approvals for the department which includes paying invoices
• Manage procurement card log and reconciliation
• Manages funds in support of the college and department mission
• Maintains the department's budget

Education and Experience:

• High school diploma or equivalent combination of education and experience.
• Four years of related experience.
• 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.

Please make sure to upload the following documents:

-Cover letter

-Resume

-Three professional references

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.