Administrative Associate V

Updated: about 1 month ago
Location: College Station, TEXAS
Job Type: FullTime

Job Title

Administrative Associate V

Agency

Texas A&M Engineering

Department

Mechanical Engineering

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Associate V, assists management in the coordination of office support activities and provides highly advanced administrative support to specialized activities or projects. Resolves non-routine administrative problems; explains and applies policies and procedures; makes recommendations for process improvement or administrative changes; develops office procedures, including complex or specialized functions; performs special analyses; and project summaries; processes complex, confidential matters; may direct the establishment of office files and records; trains other office support personnel and provides guidance on administrative operational methods and processes; monitors compliance with Agency and/or University policies and procedures; performs advanced word processing, desktop publishing, data management activities and assists staff with the use of these applications; makes travel arrangements and prepares itineraries; assists in the planning of special events and coordination of logistical arrangements; performs related duties as required.

Responsibilities:

  • Provides administrative support to professional staff and faculty in preparation of letters, and memoranda in final format. Corrects and produces in final format manuscripts, flyers and brochures. Coordinates travel arrangements and prepares itineraries for faculty.
  • Responsible for coordinating departmental databases as needed for student records, faculty records, form student records and other data as needed.
  • Prepares presentation and communication material as needed by administrative staff and faculty.
  • Manages conference room and parking reservations and related calendars. Uses problem solving skills to provide coordination, planning and usage of other resources in reservations and usage
  • Composes/modifies correspondence, reports, publications and presentations, including editing and proof reading. Periodically prepares data/information for department.
  • Maintain confidential information such as research documents and class tests.
  • Prepare and send faxes and email communications. Copies, prints, binds, scans
  • Create slide presentations
  • Coordinates department committee meetings to include meeting minutes and logistical arrangements.
  • Maintain visitor and new employee onboarding materials
  • Manages faculty candidate search process and coordinates interviews
  • Supervises student workers
  • Donor recognition support
  • Maintains and updates process guide for administrative unit of the department.

Required Education:

  • High school diploma or equivalent combination of education and experience.

Required Experience:

  • Five years of related experience.

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.


Other Requirements:

  • Work beyond normal office hours and/or work on weekends.

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 V

Agency

Texas A&M Engineering

Department

Mechanical Engineering

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Associate V, assists management in the coordination of office support activities and provides highly advanced administrative support to specialized activities or projects. Resolves non-routine administrative problems; explains and applies policies and procedures; makes recommendations for process improvement or administrative changes; develops office procedures, including complex or specialized functions; performs special analyses; and project summaries; processes complex, confidential matters; may direct the establishment of office files and records; trains other office support personnel and provides guidance on administrative operational methods and processes; monitors compliance with Agency and/or University policies and procedures; performs advanced word processing, desktop publishing, data management activities and assists staff with the use of these applications; makes travel arrangements and prepares itineraries; assists in the planning of special events and coordination of logistical arrangements; performs related duties as required.

Responsibilities:

  • Provides administrative support to professional staff and faculty in preparation of letters, and memoranda in final format. Corrects and produces in final format manuscripts, flyers and brochures. Coordinates travel arrangements and prepares itineraries for faculty.
  • Responsible for coordinating departmental databases as needed for student records, faculty records, form student records and other data as needed.
  • Prepares presentation and communication material as needed by administrative staff and faculty.
  • Manages conference room and parking reservations and related calendars. Uses problem solving skills to provide coordination, planning and usage of other resources in reservations and usage
  • Composes/modifies correspondence, reports, publications and presentations, including editing and proof reading. Periodically prepares data/information for department.
  • Maintain confidential information such as research documents and class tests.
  • Prepare and send faxes and email communications. Copies, prints, binds, scans
  • Create slide presentations
  • Coordinates department committee meetings to include meeting minutes and logistical arrangements.
  • Maintain visitor and new employee onboarding materials
  • Manages faculty candidate search process and coordinates interviews
  • Supervises student workers
  • Donor recognition support
  • Maintains and updates process guide for administrative unit of the department.

Required Education:

  • High school diploma or equivalent combination of education and experience.

Required Experience:

  • Five years of related experience.

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.


Other Requirements:

  • Work beyond normal office hours and/or work on weekends.

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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