Administrative Associate IV (Continuing Education)

Job Title

Administrative Associate IV (Continuing Education)

Agency

Texas A&M International University

Department

Continuing Education

Proposed Minimum Salary

$13.01 hourly

Job Location

Laredo, Texas

Job Type

Staff

Job Description

Job Summary

The Administrative Associate IV works under general supervision and provides advanced administrative support work.

Essential Duties and Responsibilities

• Provides advanced administrative support and may serve as a personal assistant.  May maintain office schedules and appointments.

• Researches and analyzes administrative requirements for specific programs or projects. Provides technical information regarding administrative procedures, services, or programs.

• Assists in the development of office procedures, including complex or specialized functions. Explains, applies, interprets, and communicates policies and procedures.  May monitor compliance with policies and procedures.

• Maintains a variety of fiscal, administrative, and academic records. Verifies, processes, and reviews forms, reports, tables, and other documents. Performs special analyses and project summaries.

• Assists in the planning of special events. Makes arrangements for meetings, appointments, conferences, and travel. May set up meetings, seminars, and other special events to include facilities, equipment, and food.

• Coordinates the maintenance of files, records, office supplies, or equipment. Maintains office reference materials including online office materials.  May deliver, pick up, or receive cash payments, documents, supplies, or materials.

• May assists management in the supervision of student workers and support staff including processing complex confidential matters.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Additional Responsibilities

• Receive all American Heart Association Instructor rosters, type provider cards as needed, enter rosters into database.

• Receive all Campus Programs for Minors Applications and Forms and process. Meet with Camp Directors as necessary.

• Create and manage all files related to AHA and Programs for Minors.  Keep clean records and files on all AHA TAMIU Training Center Instructors.  Prepare files for annual audit by AHA.

• Answer all incoming calls regarding AHA and Programs for Minors.  Schedule all courses/trainings for AHA, contract with Instructor. Schedule trainings for Programs for Minors. Meet regularly with AHA-TAMIU Training Center Quality Assurance Committee. Answer all incoming calls for AHA TAMIU Training Center and Programs for Minors and route calls as required. Meet quarterly with Camps and Programs for Minors Advisory Committee.

• Prepare and present trainings as required for AHA and Programs for Minors.

• Perform other duties as assigned.

Minimum Requirements

• Education – High school diploma or GED

• Experience – Four years of related experience.

Preferred Education and Experience

• Post Secondary Education – Bachelor’s degree preferred.

• AHA Instructor preferred.

• Experience in coordinating Training Sessions with AHA Instructor and participants preferred.

Knowledge and Ability

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.

Licensing / Professional Certification – None.

Physical Requirements – None.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervision of Others

This position generally does not supervises employees.

Other Requirements

• Evening and weekend work may occasionally be required.

First review of applications will be February 4, 2022.

Salary: $13.01/hourly

INSTRUCTIONS TO APPLICANT: During the application process you have only one opportunity to enter the requested information, upload documents and Submit the application. You will not be able to make changes or add additional documents once you “Submit” the application materials.  The software does not allow you to “Save” your application and return to complete the process at a later time.  The page "My Experience " has an area provided under Resume/CV to drop or upload files. Be sure to include:

• Resume/CV

• Cover Letter

• At least 3 professional references and their full contact information, and

• Unofficial transcripts (if applicable)

Applications received by Texas A&M International University must have all job application data entered. Failure to provide all job application data could result in an invalid submission and a rejected application.  “See resume” is not an acceptable entry in the job 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.