Administrative Associate V

Updated: about 2 months ago
Location: College Station, TEXAS

Job Title

Administrative Associate V

Agency

Texas A&M University Health Science Center

Department

Communications & Development

Proposed Minimum Salary

$20.23 hourly

Job Location

Dallas, Texas

Job Type

Staff

Job Description

What we believe

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

As one of the fastest-growing academic health centers in the nation, the Texas A&M University Health Science Center encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.

What we want  

The Health Science Center (HSC) is looking for an Administrative Associate V to serve as a member of the Communications & Development team. We desire an individual who subscribes to and supports our commitment as stated above. The successful applicant will bring experience to the position and understand the demands of supporting executives in a fast-paced environment. This person must be professional, enjoy working in a high-volume environment and be able to apply strong organizational skills while being flexible in their daily routine. If this is you, we invite you to apply to become a member of our team.

Job Summary: Works under general supervision and provides highly advanced administrative support.

Required Education and Experience:

  • High School diploma or equivalent combination of education and experience.
  • Five years of related experience.

Required Knowledge, Skills and Abilities:

  • Working knowledge of spreadsheet, database applications and word processing software programs.
  • Ability to multitask and work cooperatively with others.
  • Excellent interpersonal and communication skills and ability to plan and organize effectively.
  • Ability to work in a high stress environment.
  • Ability to work independently once given a project.

Preferred Education and Experience:

  • Experience with providing quality customer service via phone and/or in person.
  • Experience working with diverse individuals and communities
  • Experience working in an education setting

Responsibilities:

  • Serves as office manager.
  • Plans and provides logistical and administrative support for projects, events and meetings.
  • Manages department purchases and reconciles department accounts with EOM reports from business services.
  • Communicates university/college/departmental policies and procedures and serves as a resource for such and answers inquiries related to operational and substantive matters.
  • Receives visitors and screens incoming telephone calls for executive director/director and staff (as requested), routes calls to proper individuals and takes messages, provides routine information and handles confidential messages and correspondence.
  • Responds to phone and email requests for non-routine information as well as general information on dentistry, fundraising, alumni-related matters, such as postings, and other HSC components, the University and the A&M System. Schedules meetings and appointments for executive director as requested (and occasionally for other staff).
  • Retrieves, sorts and distributes mail.
  • Reads and determines disposition of executive director's incoming mail; drafts correspondence and memos; utilizes word processing and graphics software to format and generates various materials including correspondence, memos, etc.
  • Supervised the creation and maintenance and retention of office files and records.
  • Sets up and maintains department files.
  • Assists in the process of hiring new personnel. Photocopies, collates and distributes documents. As needed, assists with monitoring and refilling copy machines located in campus buildings.
  • Researches, compiles and applies information, making evaluative judgments on appropriate data to use, such as conducting the Economic Impact Study for the university and coordinating the college's internal stationery acquisition process.
  • Monitors and maintains office supplies and equipment, forms and other materials; initiates ordering process as necessary.
  • Coordinates travel in Concur, making travel arrangements as requested, processing all paperwork and maintaining documentation. Registers department employees for conferences.
  • Perform 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.


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