Administrative Associate V

Job Title

Administrative Associate V

Agency

Texas A&M University

Department

Human Resources

Proposed Minimum Salary

Commensurate

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

Employee Relations, consults and partners with employees, supervisors and administrators to resolve employment relationships, and to enhance operational and organizational effectiveness.  We also formulate, revise, and interpret policies, regulations, rules, and standard administrative procedures under the authority of the Chief Business Officer for University departments. To learn more please visit us at:  https://employees.tamu.edu/ocrm/

What we want

Employee Relations is looking for an Administrative Associate V to provide support to the Director and Employee Relations Business Partners. The Administrative Associate V is responsible for answering department income calls; point contact for walk-ins; managers compliance related records retention; assists with events and program administration; and provides strategic support for complex investigative processes and confidential ER matters .  The successful candidate will love a fast-paced, high volume environment and (has strong computer skills)  the ability to deal with sensitive information in a confidential manner. Knowledge of State and Federal Employment laws and working knowledge of Workday is a plus.  The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If the description sounds interesting to you, we invite you to apply to be considered for this 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
• Five years of experience in general office or clerical work

Required Knowledge, Skills and Abilities:

• Verbal and writing skills
• Ability to communicate effectively with employees at all levels of the organization and from diverse backgrounds
• Active working knowledge of word processing, spreadsheet, and presentation applications
• Ability to deal with sensitive information in a confidential manner
• Ability to process, assess and prioritize confidential information
• Must have excellent customer service skills
• Ability to multi-task and work cooperatively with others
• This is a security-sensitive position that is required to handle not only Protected Health Information (PHI) but also is privileged to highly confidential information
• Must be professional and demonstrate high quality professionalism

Preferred Education and Experience:

• Associates Degree
• One year of work experience in Higher Education

Preferred Knowledge, Skills, and Abilities:

• Some knowledge of State and Federal Employment Laws
• Strong computer skills in Microsoft programs, Outlook, Word, Power point, and Excel
• Current working knowledge using Workday

Responsibilities:

• General Office Coordination - Serves as the Department contact, and is responsible for Subpoenas, Open Records, and Civil Rights and Equity Investigations (CREI) document requests. Redacts vital information on Subpoenas before forwarding to the requestor. Contacts respective departments and coordinates the transfers of personnel files and/or documents for complex investigative processes and confidential matters for ER cases.  Serves as the ER Web Liaison. Updates the ER forms and information for the ER website thru the HR Web Liaison Coordinator for compliance. Assists in managing the ER ticket system and assigns job tasks to the respective ERBP team members. Ensures received requests are complete, contacts customers regarding incomplete requests, and obtains additional information. Performs case management for: Complaints and Appeals, Texas Workers’ Compensation (TWC), Equal Employment Opportunity Commission (EEO), Reduction-In-Force (RIF), Americans with Disabilities Act (ADA), Alternate Work Location (AWL), Open Records, Subpoenas, Ethics Point Reports, and Drug & Alcohol use. Submits payments for professional membership dues charges on departmental credit card and obtains signatures for reconciliation of statements. Identifies and recommends process improvements for departmental standard operating procedures.

• Compliance-Related Responsibilities - Manages Records Retention and destruction of all ER records in compliance with the State of Texas State Library and Archives Commission and Texas A&M System’s Record Retention schedule. Maintains records in Legal Files database and licensure for ER team. Trains New ER team members on Legal File use. Serves as Central Administrator for TrainTraq, LeaveTraq, TimeTraq, and Single Sign On. Maintains checkout log of ER’s computer laptops and Surface Pro and collaborates with the Division of IT for updates of the computer laptops and Surface Pro. Coordinates and processes certified mail for the Division of Human Resources and Organizational Effectiveness (HROE).

• Assistance with Events and Programs Administration - Schedules and organizes professional development trainings and webinars for ER team. Collaborates with Payroll Services, HR Liaisons, Verification Office, Admissions, Records Department, Financial Management Office (FMO) and TAMUS - EEO for TWC wage verification reports, verification of employment, Degree Audits, Quarterly TWC statements, the receipts EEO charges, and Texas Workforce Commission Civil Rights Division (TWCCRD). Serves in the HR Partner role as a Delegate in Workday workflow for involuntary terminations, absence partner and end of additional job processes. Coordinates and schedules investigation support services for Complaints, Facilitated Dialogues, Office Environment Assessments (OEA), office meetings, admonishment reports inspections and RIF’s management team trainings. Assists ER team with wording consistency related to the revision of policies, rules, regulations, and Standard Administrative Procedures (SAP’s). Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University and TAMHSC, 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/AffirmativeAction/Veterans/Disability Employer committed to diversity.