Administrative Associate V (Dean's Office Manager)

Job Title

Administrative Associate V (Dean's Office Manager)

Agency

West Texas A&M University

Department

Dean, College Of Business

Proposed Minimum Salary

Commensurate

Job Location

Canyon, Texas

Job Type

Staff

Job Description

The A&M System strives to maintain a competitive, high-quality benefit package to support the health and wellness needs of our diverse workforce. This includes comprehensive health and welfare insurance plans, additional health and lifestyle programs, and optional retirement savings opportunities. Eligible employees will have access to paid leave programs in addition to 13-15 paid holidays each year. For more information regarding the benefit package go to: West Texas A&M University: Human Resources Benefits

The Executive Administrative Associate organizes and coordinates office operations and procedures to ensure organizational effectiveness and efficiency.  Maintains a variety of fiscal, administrative, personnel and academic records and is the primary contact for the Dean’s office.  Monitors budgets, account and expenditures and reconciles accounts.  Functions as a high-level college liaison to stakeholders.  Plans events.

**The potential salary for this position ranges from $16.02-$20.36 per hour and is contingent on the applicants previous experience and qualifications.

Responsibilities:

• Provides high-level complex administrative support to the dean. 

• Maintains and organizes office functions and coordinates with all other areas of the College. 

• Manages records and file system including paper and electronic files for the Engler College of Business. 

• Prepares reports, agendas and correspondence.

• Maintains a variety of fiscal, administrative, personnel and academic records and monitors budget, accounts and expenditures, reconciles accounts and responds to inquiries regarding departmental accounts.

• Coordinates administrative tasks including planning for meetings, appointments and conferences and coordinates room reservations, calendars, food orders and coordinates on-site set up and clean up.

• Supervises the student workers in the dean’s office.

• Reviews, awards and monitors scholarships and serves as the primary contact for students

• Serves as the primary source of information and referral, provides exceptional customer service to students, faculty, former students, donors, community members and others

• Provides direct support to the dean and coordinates calendar for the dean and College of Business faculty and staff. 

• Tracks, anticipates and prepares for upcoming deadlines and events that require action. 

• Makes student organization and study abroad travel arrangements

• Facilitates the hiring process for new faculty members including required documentation, completion of HR assignments and maintains faculty personnel files for the dean. 

• Ensures faculty have an assigned office, phone and other required equipment.

• Submits work orders and service requests for SSC

• Reviews Procard and CBA card monthly reports

• Other duties as assigned.

Necessary Qualifications:

• High school diploma or equivalent combination of education and experience

• 5 years of related experience

• Knowledge of and proficiency with MS Office applications including Office 365

• Ability to multi-task and work cooperatively with others

• Strong interpersonal and communication skills and ability to plan, organize and monitor projects efficiently

• Ability to communicate effectively with donors, students

Preferred Qualifications:

• Bachelor’s Degree

• Experience managing calendars, updating databases, supporting higher level administrators

• Experience managing financial and personnel records

• Supervisory experience,

• Experience using Colleague

• Donor relations and event planning experience

Applicant Instructions:

Please include the following with your application:

• Cover letter

• Resume

• Three references

Please attach all documents in the attachment box at the bottom of the “My Experience” page before continuing through the application.  Please use the “Upload” button to add each document individually. All revisions must be made prior to application submission.  If you need assistance with uploading documents, please contact WTAMU Human Resources at [email protected] .

Texas law requires all males age 18 through 25 to be properly registered with the Selective Service System.

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.