Administrative Associate IV

Job Title

Administrative Associate IV

Agency

Tarleton State University

Department

Communication Studies

Proposed Minimum Salary

$13.93 hourly

Job Location

Stephenville, Texas

Job Type

Staff

Job Description

Provides advanced level secretarial or administrative assistance on behalf of an academic department or major service unit within the university.; Work hours: Mon-Fri; 8 AM-5 PM or as work requirements indicate.

Responsibilities

40%Departmental Duties: Provides skilled administrative assistance through the performance of advanced and complex tasks on behalf of the Head of the Department. Exercise initiative and judgment in relieving the Department Head of many routine and administrative matters. Assists Department Head and faculty in all student registration and add/drop matters as well as coordinating the following functions: Student override process, Text book adoption and tracking process, Collection and maintenance of the following records: Finals, Syllabi and Mid-Term and Final Grades. Prepares agendas, assists in departmental meetings, maintains Department Head daily appointment schedule. Knowledgeable of computer programs such as, Microsoft Office Suites. 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. Maintains Records Retention Schedule in compliance with Texas State University Records Retention Schedule (URRS).

30% Specialty Function: Travel

Works directly with Department staff and faculty to facilitate all travel throughout the college.

•          Ensure that travel has been fully approved prior to the trip

•             Travelers are expected to upload their receipts and add justifications

•             Specialist will reconcile the report in concur, ensure that appropriate account numbers are used

Ensure that Request for Foreign travel is completed and turned in to the Dean’s Office when appropriate.

Pull travel advisory sheet and attach it to the Request for Foreign travel when submitting for approval.

Works directly with the Budget Specialist to make sure that travel guidelines and appropriate approvals are followed.

Ensure that student travel processes are completed prior to travel.

10% Supervision of Student Workers: Review and approve time sheets for all student workers in department. Communicates with Department Head and the student or supervisor with any issues.

5% Events and Programing: Assist with planning and implementation of Department events as designated by Department Head.  

5% Human Resource Roles as defined by Employee Services:

• HR Contact
• Manager
• Recruiting Coordinator
• Time Keeper

5% Faculty Hiring: Assist Department head with process of post, search and hire of all departmental faculty and staff. This includes routing memos to appropriate locations, organizing search committees and preparing final posting for submission to Employee Services for entry into the Tarleton Jobs Website.

5% Other duties as assigned

Education and Experience:
-High school diploma or equivalent combination of education and experience
-Four years of general clerical or office experience.
Knowledge, Skills and Abilities:
-Knowledge of word processing, spreadsheet, and database applications. Effective verbal and written communication skills. Strong interpersonal and organizational skills.
-Ability to multitask and work cooperatively with others. Ability to work with sensitive information and maintain confidentiality.

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.