Administrative Associate, Office of the Provost

Job Title

Administrative Associate, Office of the Provost

Agency

Texas A&M University - Central Texas

Department

Academic Affairs

Proposed Minimum Salary

$13.50 hourly

Job Location

Killeen, Texas

Job Type

Staff

Job Description

The Administrative Associate IV works under general supervision and provides advanced secretarial and administrative assistance for the Office of the Provost and manages the day-today operations of the office.  The position requires a high level of skill in typing, specifically taking minutes of meetings, dictation, preparing reports, memos and letters.  The position reports to the Office Manager for Academic Affairs.  The individual will assist the Office Manager with logistical duties, office management, records management, inventory control, arranging meetings, appointments, conferences, travel, and other special events to include facilities, equipment, and food.  The position includes sensitive communications, and production of reports and documents.  The individual in this position must be able to exercise good judgment in decision making and have strong oral and written communication skills; and possess the ability to interact in a professional manner with university administration, faculty, and staff. 

Job Duties and Responsibilities:

• Serves as the point of contact for the Office of the Provost

• Handles highly sensitive and confidential faculty and staff correspondence and records

• Interact with departmental faculty and staff, other university personnel, students and the public in providing information and referral, and responding to a variety of needs and requests

• Greet all visitors using effective oral communication skills

• Provide skilled administrative support through the performance of advanced and complex task composing routine letters, memorandum, reports, and/or confidential matters for distribution or approval for signature, checking the documents for completeness and accuracy. 

• Serves as the receptionist for the Office of the Provost

• Maintains adequate inventory of office supplies

• Coordinate the repair and maintenance of office equipment

• Coordinates with office suite to ensure operational and administrative support

• Assist the Office Manager with purchasing and travel

• Assists Office Manager with Controlled Inventory and State Property. 

• Serves as administrative support for assigned committees

• Produces detailed minutes of committee and council meetings in a timely and accurate manner

• Create and update files and records as necessary

• Coordinate special projects, events, and initiatives as assigned

• Performs additional duties as assigned

Minimum Requirements:

Education – High school diploma or equivalent combination of education and experience.

Experience – Four years of related experience.

Knowledge of – Knowledge of word processing, spreadsheet, and database applications.

Ability to – Ability to multitask 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.

Licensing / Professional Certification – None.

Physical Requirements – None.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervision of Others

This position generally does not supervises employees.

Preferred Qualifications:

• 30 or more hours of college credit

• Prior experience working in an institution of higher education

• Demonstrated ability to work on projects in a fast-paced environment with interruptions

• Demonstrated ability to compose written information in a clear and well-structured manner

• Demonstrated ability to adjust to shifting priorities and to meet deadlines

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of the job, the employees are required to walk, sit, stand, and use hands to use tools or controls, reach with hands and arms, talk and hear.  The employee must have the ability to occasionally lift and/or move up to 25 pounds. 

Work Environment:

Work is performed primarily indoors in a busy office setting.  The noise level in the work environment is low to moderate.  Normal working hours are 8:00 a.m. until 5:00 p.m.  Hours may fluctuate based on priority of workload or schedule.  The employee may be required to travel and work evenings and weekends as needed to assist the Executive Assistant to the Provost and the Office of the Provost.

Hours: Monday - Friday; 8am - 5pm

Wage: $13.50/hr

This is NOT a remote position. The selected candidate will be required to work on campus.

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.