Administrative Associate V

Job Title

Administrative Associate V

Agency

Texas A&M University

Department

Vet Med-Teaching Hospital

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

The Veterinary Medical Teaching Hospital (VMTH) includes the Small Animal Hospital http://vethospital.tamu.edu/small-animal-hospital and the Large Animal Hospital http://vethospital.tamu.edu/large-animal-hospital , both of which are dedicated to the total well-being and care of a pet throughout its lifetime. We work with great people, great clinicians, and great educators with a passion for animals and educating others that allows us to provide total care for animal patients while helping to train the next generation of veterinarians at the only veterinary teaching hospital in the state of Texas!

What we want

We are looking for a Administrative Associate V to join the Administration Office of our Veterinary Medical Teaching Hospital! We need an individual will promote teamwork and respect in the workplace in all interactions with internal and external clientele. The Administrative Associate V is responsible for providing support to the Administrative Office of the Veterinary Medical Teaching Hospital. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If you enjoy working with diverse individuals and a variety of duties, we invite you to apply to be considered for this opportunity. 

What you need to know

Salary Range: $14.53 - $18.67 (based on experience)

Work Schedule: Monday-Friday 8-5;Work beyond normal office hours and/or work on weekends.

Essential Personnel - This position is considered essential when the University declares an emergency, campus closure, class cancellations, etc., and are therefore required to report to work and remain on duty unless or until relieved by their direct supervisor.

Special Note: A cover letter and resume are strongly recommended. You may upload them on the application under the CV/Resume section.

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 .

As a Healthcare facility, The Veterinary Medical Teaching Hospital COVID-19 guidelines may vary from those located on the Division of Human Resources and Organizational Effectiveness’ website.

Required Education & Experience:

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

• Five years of experience in general office or clerical work

Required Knowledge, Skills and Abilities:

• Advanced knowledge of spreadsheet and word processing software programs

• Interpersonal and communications skills

• Keyboarding skills

• Able to shift gears quickly and effectively when reassigned at a moment’s notice in fast-paced environment

• Able to prioritize the new assignment and begin the task immediately

• Ability to multi-task and work cooperatively with others

Other Requirements or Factors:

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

• Persons in this position are considered essential when the University declares an emergency, campus closure, class cancellations, etc., and are therefore required to report to work and remain on duty unless/until relieved by the direct supervisor

• No inhibiting allergies to animal hair, dander, dust, or cleaning products that may prevent completion of job tasks

• Must have the ability to lift or move heavy loads

Preferred Education & Experience:

• Bachelor’s degree

• Nine years of experience in general office, clerical work, or call center

• Experience in a medical or veterinary setting

Preferred Licenses and Certifications:

• Certified Professional Secretary (CPS) certification

Preferred Knowledge, Skills, and Abilities: ​

• Knowledge of veterinary terminology

Responsibilities:

• Administrative Support- Assists Directors with the coordination of daily office support activities and administrative interactions. Will be responsible for coordinating with HR when guidance is needed to create, edit and reclassify positions as well as when guidance is needed on employee relations issues, hiring salary approvals and other initial request forms. Maintains office schedules and appointments. Provides technical information regarding administrative procedures, services, or programs. Researches and analyzes administrative requirements for specific programs or projects. Specific programs include and not limited to the American Animal Hospital Association (AAHA) and Veterinary Emergency & Critical Care Society (VECCS). Responds to inquiries and interprets rules, regulations, policies and procedures. Maintains staff Policy and Procedure manual. Coordinates with HR to schedule career ladder timelines and benchmarks. Provides occasional backup support during supervisor’s absence. Acts as backup for animal bites and Infection Prevention Coordinator responsibilities.

• Scheduling Support- Assists the Director of Patient Care Services and Client Services Assistant Director and admin staff with the coordination and planning of meetings, appointments, interviews, trainings, Hospital Certifications and Accreditations and other events. Coordination and scheduling orientations for Ross University students, St. George students, and Blinn Veterinary Technology students. This would include scheduling of facilities, equipment, and food. May coordinate travel arrangements and prepare itineraries.

• Record Support- Creates and submits purchase orders to the Hospital Purchasing Department. Verifies purchase orders, repair orders, travel and leave forms and other documents that have been turned in for accuracy and completions prior to sending to the appropriate departments. Communicates and resolves any non-routine purchase order matters that may come up with the Hospital Purchasing Department. Maintains purchase orders, repair orders, travel and leave forms, and other document files. Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University 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.