Administrative Associate IV

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are

The School of Education and Human Development is committed to enhancing equity in educational achievement and health outcomes, fostering innovation and development, and influencing policy and practice in the fields of education, health, sport, business and government. Now the fourth largest school at Texas A&M University with nearly 7,000 enrolled students, we are not just a school for teachers. We are a school for leaders not just in education, but also business, sport, health, and government. To learn more, visit us at https://education.tamu.edu/about/

What we want 

The Administrative Associate IV, under direction of the Executive Assistant III, is responsible for advanced administrative support work for the Office of the Dean in the School of Education and Human Development.If this job description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Salary: Compensation will be commensurate to selected hire’s experience; may be part-time or full-time opportunity.

Cover Letter/Resume : A cover letter and resume will assist us in our review of your application materials. These can be uploaded on the application under CV/Resume.

Required Education and Experience:

• High school graduation or any equivalent combination of education and experience.
• Four years of experience in general office or clerical work.

Required Knowledge, Skills, and Abilities:

• Knowledge of spreadsheet, database, and presentation applications.
• Ability to multi-task 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.
• Demonstrated ability working with diverse populations.

Preferred Experience:

• Experience coordinating events.
• Experience providing customer service in a professional office setting.

Preferred Knowledge, Skills, and Abilities:

• Experience with electronic survey instruments,.
• Experience with ASTRA, Concur, Workday, and other Texas A&M personnel systems.

Job Responsibilities

• Office Management for the Office of the Dean - Coordinates schedules and assists with assigning workspace to student workers, interns, and graduate students. Serves as preliminary contact for availability of Associate/Assistant Deans for faculty candidate visits. Assists in the development of office procedures as it relates to meeting spaces, break-rooms and conference rooms. Schedule and set up meetings and reserve rooms. Handle complex scheduling and re-scheduling of meetings for administrators via use of electronic poll tools. Coordinate scheduling for standing meetings in ASTRA and serves as the college approver. Determine food needs for office events, submit purchase orders and order meals for events. Analyze current workflows in order to find redundancies and/or inefficiency, and suggest potential streamlining actions or new processes. Receive and log mail. Maintains office reference materials.

• Support the Office of the Associate Dean for Research - Provide administrative support for Associate Dean of Research and Pre-Award Staff. Manage ADR’s calendar. Check ADR’s email to track deadlines, alter meeting schedules/locations. Schedule meetings and help ADR with meeting preparation. Provide support for SEHD Center Evaluation Process. Coordinate with senior SERD staff to send notifications to Center Directors of evaluation schedule. Handle communications with the center evaluation committee. Schedule meeting dates and communicate with attendees. Collect evaluation meeting notes. Support for SEHD Council of PI’s. Coordinate with senior SERD staff for scheduling meetings (4-5 per year). Handle lunch orders for meetings. Communicate with CPI and with school faculty on behalf of CPI. Collect and distribute meeting notes.

• Direct & Manage Phone Interaction - Serve as the front line of communication for the SEHD by receiving and directing phone calls to the main college line. Compile knowledge of working areas of the college, and correct individuals to handle specific problems, so that calls may be transferred to the proper individual. Manage student complaints, referring students to appropriate parties for resolution. Answer questions for students, faculty and staff. Take accurate messages for the deans and deans’ assistants as needed.

• Supervision and Oversight - Manage Dean’s Office student workers. Coordinates activities and work assignments. Coordinate student worker hiring through Jobs for Aggies and final selection of student workers.

• Visitor Interaction / Special Projects - Manage visitor traffic through reception area, including greeting and helping visitors as they arrive. Assist in special projects as assigned. Performs special analyses and project summaries. Serve as logistical planner for specific events as needed. Assist with school events as needed. 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.