Administrative Associate IV

Job Title

Administrative Associate IV

Agency

Tarleton State University

Department

Accounting, Finance & Economics

Proposed Minimum Salary

$13.01 hourly

Job Location

Stephenville, Texas

Job Type

Staff

Job Description

Applications accepted only online at www.tarleton.edu

Provides advanced administrative support and assistance for the College of Business and the Department of Accounting, Finance, and Economics. Exercises initiative and judgment in supporting administrators and faculty with general administrative tasks and activities. Works collaboratively and cooperatively with other university personnel and the public when needed.  Greets visitors, answers telephone, and routes mail. Performs specialized tasks requiring proficiency in the use of computers and software. Work hours: Mon-Fri; 8 AM-5 PM or as work requirements indicate. Requires the ability to work remotely, at the discretion of the university.

Responsibilities:
25% Coordinate office of Department of Accounting, Finance, and Economics – Provides advanced administrative support and assists the department head, all departmental faculty members, graduate assistants, and coordinates with other departments and administrative assistants. Performs reception duties which include giving directions, answering questions, and assisting visitors with a wide variety of inquiries. Assists as necessary with class preparation, orders book supplements for faculty and coordinates textbook orders with the bookstore. Schedule classrooms and special equipment and if necessary proctor make-up exams. Assist in preparing class schedules, room charts, and support for adjunct faculty.

25% Assistant to Department Head - Assist with appointments, travel schedules, taking accurate meeting minutes, and preparing reports. Works closely with Employee Services, Department Head, and Budget Specialist to process the hiring of faculty and adjuncts. Acts as liaison between the department, Employee Services, Provost, Registrar, Academic Advising, Career Services, Payroll, Purchasing, Travel, Business Services, Tarleton Bookstore, etc., including knowledge of the electronic systems in place for each of those (Workday, Concur, Banner9, Degree Works, AggieBuy, etc.), and other campus offices. In cooperation with other College of Business Administrative Associates, proactively implements course schedules as outlined by the department head. Maintains and orders adequate supplies for departmental use. Assist in tracking budgets and purchase orders through university software systems. Maintain records associated with college and departmental functions. Stays up to date on university and system policy and procedures related to the department and college. 

25% Faculty, Staff & Student Worker & Student Support: Provides assistance and information to students, faculty, and the public. Assists faculty with travel expense reimbursements, reminders regarding textbook orders, grade submissions, etc. Manages yearly asset inventory with Business Services. Copies and collates tests or handout materials for faculty members. Prepares Zoom meeting invites, society meeting emails to students, sign-in sheets, and orders food for each of the student society groups (Accounting, Economics, Finance Societies). Assist with hiring AFE Lab student workers/GAs and AFE Office workers. Assist management in the supervision of student employees assigned to clerical and other office-related duties. Student employee oversight may include assisting with hiring, creating schedules, and approving time. Explains, applies, interprets, and communicates policies and procedures including confidential matters. Must follow the Family Educational Rights and Privacy Act (FERPA) law and other relevant regulations.     

25% Other advanced administrative support includes the maintenance of files, records, office supplies, and monitoring equipment stays in good working condition. Perform duties such as answering phones, composing memos and letters, and maintaining correspondence for directories. Learn and utilize software systems.  

Education and Experience:
-High school diploma or equivalent combination of education and experience.
-Four years of related experience including general clerical or office experience and computer experience.

Knowledge, Skills, and Abilities:

-Knowledge of general office practices and procedures including word processing, spreadsheet, and database applications such as Microsoft Office and Excel.

-Demonstrated ability to communicate effectively, both orally and in writing. Strong interpersonal and organizational skills.

-Ability to work with sensitive information and maintain confidentiality.

-Ability to multitask and work cooperatively with superiors, peers, and subordinates.

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.