Administrative Associate V – LCOM

Job Title

Administrative Associate V – LCOM

Agency

Prairie View A&M University

Department

Language & Communication

Proposed Minimum Salary

$15.25 hourly

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

Works under general supervision and provides highly advanced administrative support.

This position may pay more than the minimum proposed salary listed above, depending on experience and/or qualifications of the selected candidate.

Responsibilities:

• Provide administrative assistance to the Department Head, students, and faculty.

• Set appointments and maintain Department Head’s calendar; provide clerical support and manage daily routine tasks for the Department Head; monitor documents to ensure accuracy and timely submission; maintain binders to track all incoming and outgoing documents, review incoming and outgoing documents and submit for Department Head’s approval. Supervise student workers and maintain office files (personnel, student, and general documents); manage and reconcile travel for the Department Head;

• Serve as first-line of contact for student inquiries (majors and non-majors); be available to respond to students’ general questions; provide special guidance to students during critical points in semester, including first week of class, add/drop period, registration, and commencement. Including distribution of tickets and gradation rehearsal. Assist with handing out graduation tickets and information during luncheon.  Submit graduation audits for the college; copy, scan, and file graduation audits;

• Serve as first-line of contact for faculty’s general questions related to office procedures; assist faculty with travel arrangements, leave travel requests, purchases, and reimbursements.

• Manage documents related to faculty’s research, including assisting with FEP applications and account profiles. Coordinate with SRS, BCAS Budget Specialist, and BCAS Program Specialist to interpret and manage faculty’s grants/ fellowships.

• Serve as the department’s Banner and Workday User; routinely interact with Banner; provide the Department Head and Faculty with Banner data for registration; build course schedules each semester based on Registrar guidelines in coordination with the Department Head and the Office of the Dean, includes which includes monitoring workload calculation; enter data into Banner, review, and correct data in Banner after  courses have been built; enter overrides in the system after maintaining the Department Head approval; review Requests for Incompletes and submit to the Department Head  for approval; monitor mid-term and final missing grades and provide status reports to Department Head and the Dean Office.

• Serve as first line of contact to BCAS Budget Specialist in managing departmental budgets, DBRs, and preparation of pay calculations for monthly and bi-weekly payroll.  Attend trainings and manage summer contracts process for all departmental faculty and staff. Manage monthly statements of account and expense reports; monitor departmental accounts; Manage payroll adjustments in and outside the department, assign costing allocations. Serve as Submit required documents for processing New Hires, Rehires to HR, Faculty Contracts, including Position Approval, monitoring  job applicants ; terminate employees in Workday, Set up new hires (office, computer, phone).

• Serve as Time and Effort Coordinator; compile, review, and submit time and effort certifications to the SRS; serve as Records Retention Coordinator and inventory point of contact, maintain and destroy records to ensure compliance with records retention policies and procedures.  Responsible for fixed asset inventor management; Submit work orders for building needs.

Required Education and Experience:

• High school diploma

• Five years of related experience.

Required Knowledge, Skills and Abilities:

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

• Ability to multitask and work cooperatively with others.

• Excellent written communication, analytical, interpersonal, and organizational skills.

• Ability to work in a high stress environment.

• Ability to work with sensitive information and maintain confidentiality.

• Ability to work independently once given a project.

Job Posting Close Date:

Required Attachments:

Please attach all required documents listed below in the attachment box labeled as either “Resume/CV or Resume/Cover Letter” on the application. Multiple attachments may be included in the “Resume/CV” or Resume/Cover Letter” attachment box.  Any additional attachments provided outside of the required documents listed below are considered optional.

• Resume or Curriculum Vitae
• Cover Letter

Application Submission Guidelines:

All applicants are required to apply via our Career Site on or before the closing date indicated on the job posting. Applicant inquiries received via email and websites such as Indeed, HigherEdJobs, etc. will not be considered unless the individual has applied to the available position via the PVAMU Career site.

The required documents listed in the above "Required Attachments" section must be attached to the application prior to the job closing date indicated to ensure full consideration for the application submitted. Please contact the Office of Human Resource on or before the closing date indicated above at 936-261-1730 or [email protected] should you need assistance with the online application process.

Background Check Requirements:

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.