Administrative Associate IV

Job Title

Administrative Associate IV

Agency

Texas A&M Engineering

Department

Computer Science & Engineering

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Associate IV will report directly to the Administrative Coordinator II and is responsible for all duties related to the front office. These responsibilities include assisting faculty, staff, and students with various duties, for example answering the main phone line, maintaining equipment and supply inventory and handling logistics for meetings, seminars, and special events. 

Responsibilities:

• Serve as initial contact and greeter for departmental faculty, staff, students, and visitors. Answers, screens, and transfers phone calls. Provides general information and referrals. Provides excellent customer service to all who walk into the department office. 

• Assists departmental faculty, staff and students with conference room reservations and parking reservations.

• Manage event planning for department, including faculty lunches, department picnic, weekly faculty coffee hour, orientations, graduation receptions, lecture and seminar receptions, holiday lunch, and any additional events added by department management. This will include all logistics, for example venue, food, programs, volunteers, event setup and take down.

• Receives, sorts, and routes mail and packages. Assists with departmental shipping needs, for example FedEx and UPS.  Maintains the accuracy of departmental mailboxes, departmental phone lists, and student organizations.  Handles mail delivery to the department faculty, staff, and students.  

• Runs office errands and maintains supplies for department office, faculty, and staff.  Works closely with departmental business office on all supply/events orders and ensures with the business office all orders are within state purchasing guidelines.

• Assists Faculty with scan, email, copy and print jobs. Maintains copy code system and assigns copy code to new employees.

• Aids in designing and editing flyers, invitations, and slides

• Provide administrative support to all departmental staff as needed

• Other duties as assigned. 

Required Education:

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

Required Experience:

• Four years of related experience.

Preferred Education:

• Bachelor's degree

Preferred Experience:

• Experience in general office or clerical work, including some supervisory experience.

• Experience in working as a front office receptionist.  

Knowledge, Skills and Abilities:

• Ability to multi-task and work cooperatively with others

• Working knowledge of Microsoft Office Suite 

• Strong interpersonal and communication skills 

• Strong verbal and written communication skills 

• Ability to work with sensitive information and maintain confidentiality 

• Software experience including, but not limited to Adobe Acrobat and InDesign 

• Ability to manage events, including making reservations, preparing schedules, and communicating plans effectively 

• Ability to serve as front office receptionist 

• Ability to shift gears quickly and effectively at a moment’s notice during extremely busy times 

• Ability to learn new programs and challenge self with new tasks

• Ability to prioritize new assignments and begin tasks immediately 

• Ability to work with, and respect, a diverse group of faculty, staff, and students

Preferred Licenses and Certifications:

• Certified Professional Secretary (CPS) certification 

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.

Job Title

Administrative Associate IV

Agency

Texas A&M Engineering

Department

Computer Science & Engineering

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Associate IV will report directly to the Administrative Coordinator II and is responsible for all duties related to the front office. These responsibilities include assisting faculty, staff, and students with various duties, for example answering the main phone line, maintaining equipment and supply inventory and handling logistics for meetings, seminars, and special events. 

Responsibilities:

• Serve as initial contact and greeter for departmental faculty, staff, students, and visitors. Answers, screens, and transfers phone calls. Provides general information and referrals. Provides excellent customer service to all who walk into the department office. 

• Assists departmental faculty, staff and students with conference room reservations and parking reservations.

• Manage event planning for department, including faculty lunches, department picnic, weekly faculty coffee hour, orientations, graduation receptions, lecture and seminar receptions, holiday lunch, and any additional events added by department management. This will include all logistics, for example venue, food, programs, volunteers, event setup and take down.

• Receives, sorts, and routes mail and packages. Assists with departmental shipping needs, for example FedEx and UPS.  Maintains the accuracy of departmental mailboxes, departmental phone lists, and student organizations.  Handles mail delivery to the department faculty, staff, and students.  

• Runs office errands and maintains supplies for department office, faculty, and staff.  Works closely with departmental business office on all supply/events orders and ensures with the business office all orders are within state purchasing guidelines.

• Assists Faculty with scan, email, copy and print jobs. Maintains copy code system and assigns copy code to new employees.

• Aids in designing and editing flyers, invitations, and slides

• Provide administrative support to all departmental staff as needed

• Other duties as assigned. 

Required Education:

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

Required Experience:

• Four years of related experience.

Preferred Education:

• Bachelor's degree

Preferred Experience:

• Experience in general office or clerical work, including some supervisory experience.

• Experience in working as a front office receptionist.  

Knowledge, Skills and Abilities:

• Ability to multi-task and work cooperatively with others

• Working knowledge of Microsoft Office Suite 

• Strong interpersonal and communication skills 

• Strong verbal and written communication skills 

• Ability to work with sensitive information and maintain confidentiality 

• Software experience including, but not limited to Adobe Acrobat and InDesign 

• Ability to manage events, including making reservations, preparing schedules, and communicating plans effectively 

• Ability to serve as front office receptionist 

• Ability to shift gears quickly and effectively at a moment’s notice during extremely busy times 

• Ability to learn new programs and challenge self with new tasks

• Ability to prioritize new assignments and begin tasks immediately 

• Ability to work with, and respect, a diverse group of faculty, staff, and students

Preferred Licenses and Certifications:

• Certified Professional Secretary (CPS) certification 

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.