Administrative Associate IV

Updated: about 2 months ago
Location: College Station, TEXAS
Job Type: FullTime

Job Title

Administrative Associate IV

Agency

Texas A&M University

Department

Dept Of Information & Operations Management

Proposed Minimum Salary

$14.53 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .

Who we are

The mission of the Department of Information and Operations Management is to advance the field of information sciences through quality education, active partnerships, and research initiatives. Our department ranks among the top in the world in terms of research productivity, impact, and visibility. The Department of Information Systems and Operations Management oversees the Mays Business School Management Information Systems (MIS) and Supply Chain Management (SCM) programs. The department welcomes the support of corporate partners interested in furthering the goals and objectives of our programs. Learn more about us by visiting our website.

What we want

We are seeking an Administrative Associate IV who will be responsible for providing general administrative support to program directors and academic advisors. This position is critical to providing organizational planning, problem solving, and assisting with event planning and execution. This individual will also serve as an assistant to the Director of Student Services for the Department of Information and Operations Management. We envision our ideal individual will demonstrate valuable customer service, keen attention to detail and a readiness to learn particularly electronic information systems. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this job description appeals to you, we encourage you to apply to be considered for this great opportunity.

What you need to know

COVID-19 information:  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

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:

  • Working knowledge of MS Excel, Word, Publisher, and Outlook.

  • Ability to quickly learn electronic information systems.

  • Excellent attention to detail.

  • Excellent organizational skills.

  • Strong customer service skills.

  • Ability to multi-task and work cooperatively with others.

  • Ability to work with sensitive information and maintain confidentiality.

  • Ability to work independently.

Other Requirements:

  • May occasionally need to work beyond normal office hours and/or on weekends to support student events.

Preferred Education and Experience:

  • Bachelor’s degree

  • More than four years of experience in general office or clerical work.

  • Experience in a university setting.

Preferred Knowledge, Skills, and Abilities:

  • Creative design skills.

Responsibilities:

  • Administrative Support: Serves as an assistant to Director of Student Services for the Department of Information and Operations Management.  Provides administrative support to program directors and academic advisors.  Coordinates daily office support activities and administrative interactions. Answers phones, greets and assists walk-in traffic, and replies to email inquiries. Schedules and cancels student advising appointments, and checks-in students for appointments. Routes forms for signatures; which includes making copies/scans. Disseminates information to students via email. Manages conference room calendar. Maintains student rosters in MS Excel. Tracks undergraduate mandatory advising appointments. Interprets rules, regulations, policies, and procedures to provide students with the appropriate resource or course of action. Assists with compiling information for reports.

  • Business Support: Oversees the development of and adherence to office policies and procedures. Routinely evaluates procedures and workflows and makes recommendations for process improvement or administrative changes. Assists in the coordination of daily business workflow and the resolution of complex, highly sensitive, and confidential academic matters.

  • Record Management: Assists with records management. Compiles data to prepare correspondence, forms, reports, or other documents. Maintains a variety of administrative and academic records. Coordinates the maintenance of electronic and paper files and records.

  • Marketing Support: Assists with marketing of academic programs. Answers technical questions from prospective students via email or phone. Creates announcements for video monitors and bulletin boards. Assists with developing recruitment materials (flyers, etc.). Assists with keeping website information current.

  • Project Coordination:  Provides organizational planning and problem solving.  Assists with planning and execution of meetings and other special events (lunches, socials, information sessions, orientations, etc.). Assists with facility reservations and catering arrangements. Creates and disseminates event invitations. Assists with facility set-up and decorating. Manages registration and attendance records for events. Assists with facility clean-up. Maintains notes for improvements and best practices for future events.

  • Inventory Support: Maintains office supplies and equipment. Keeps supply cabinets well stocked and orders necessary supplies. Troubleshoots equipment (copier, scanner, etc.) issues and escalates as necessary to coordinate repairs.

  • Training: Assists in training and managing student workers.

  • 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.

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 University

Department

Dept Of Information & Operations Management

Proposed Minimum Salary

$14.53 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .

Who we are

The mission of the Department of Information and Operations Management is to advance the field of information sciences through quality education, active partnerships, and research initiatives. Our department ranks among the top in the world in terms of research productivity, impact, and visibility. The Department of Information Systems and Operations Management oversees the Mays Business School Management Information Systems (MIS) and Supply Chain Management (SCM) programs. The department welcomes the support of corporate partners interested in furthering the goals and objectives of our programs. Learn more about us by visiting our website.

What we want

We are seeking an Administrative Associate IV who will be responsible for providing general administrative support to program directors and academic advisors. This position is critical to providing organizational planning, problem solving, and assisting with event planning and execution. This individual will also serve as an assistant to the Director of Student Services for the Department of Information and Operations Management. We envision our ideal individual will demonstrate valuable customer service, keen attention to detail and a readiness to learn particularly electronic information systems. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this job description appeals to you, we encourage you to apply to be considered for this great opportunity.

What you need to know

COVID-19 information:  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

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:

  • Working knowledge of MS Excel, Word, Publisher, and Outlook.

  • Ability to quickly learn electronic information systems.

  • Excellent attention to detail.

  • Excellent organizational skills.

  • Strong customer service skills.

  • Ability to multi-task and work cooperatively with others.

  • Ability to work with sensitive information and maintain confidentiality.

  • Ability to work independently.

Other Requirements:

  • May occasionally need to work beyond normal office hours and/or on weekends to support student events.

Preferred Education and Experience:

  • Bachelor’s degree

  • More than four years of experience in general office or clerical work.

  • Experience in a university setting.

Preferred Knowledge, Skills, and Abilities:

  • Creative design skills.

Responsibilities:

  • Administrative Support: Serves as an assistant to Director of Student Services for the Department of Information and Operations Management.  Provides administrative support to program directors and academic advisors.  Coordinates daily office support activities and administrative interactions. Answers phones, greets and assists walk-in traffic, and replies to email inquiries. Schedules and cancels student advising appointments, and checks-in students for appointments. Routes forms for signatures; which includes making copies/scans. Disseminates information to students via email. Manages conference room calendar. Maintains student rosters in MS Excel. Tracks undergraduate mandatory advising appointments. Interprets rules, regulations, policies, and procedures to provide students with the appropriate resource or course of action. Assists with compiling information for reports.

  • Business Support: Oversees the development of and adherence to office policies and procedures. Routinely evaluates procedures and workflows and makes recommendations for process improvement or administrative changes. Assists in the coordination of daily business workflow and the resolution of complex, highly sensitive, and confidential academic matters.

  • Record Management: Assists with records management. Compiles data to prepare correspondence, forms, reports, or other documents. Maintains a variety of administrative and academic records. Coordinates the maintenance of electronic and paper files and records.

  • Marketing Support: Assists with marketing of academic programs. Answers technical questions from prospective students via email or phone. Creates announcements for video monitors and bulletin boards. Assists with developing recruitment materials (flyers, etc.). Assists with keeping website information current.

  • Project Coordination:  Provides organizational planning and problem solving.  Assists with planning and execution of meetings and other special events (lunches, socials, information sessions, orientations, etc.). Assists with facility reservations and catering arrangements. Creates and disseminates event invitations. Assists with facility set-up and decorating. Manages registration and attendance records for events. Assists with facility clean-up. Maintains notes for improvements and best practices for future events.

  • Inventory Support: Maintains office supplies and equipment. Keeps supply cabinets well stocked and orders necessary supplies. Troubleshoots equipment (copier, scanner, etc.) issues and escalates as necessary to coordinate repairs.

  • Training: Assists in training and managing student workers.

  • 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.

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.


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