Administrative Associate V

Updated: about 1 month ago
Location: College Station, TEXAS

Job Title

Administrative Associate V

Agency

Texas A&M University - Corpus Christi

Department

College Of Liberal Arts

Proposed Minimum Salary

Commensurate

Job Location

Corpus Christi, Texas

Job Type

Staff

Job Description

PURPOSE

  • This position is responsible for handling all administrative duties for the Associate Deans’ (CLA, SAMC, Diversity & Belonging) offices.

DESCRIPTION

Functional Area 1:  Program Management                                                       

Percent Effort: 30%       

Essential Duty?  ☒  Yes ☐  No

  • Keep track of and communicate deadlines to the college, such as Research Enhancement Awards, Faculty Excellence Awards, FARs, FTSCA, WEAVE, Catalog, Wagenschein, etc.
  • Facilitate FTSCA communications among faculty, Associate Deans, business office, departmental administrative associates, and the FTSCA committee members, including the sending of CFPs, letters of acceptance or rejection.
  • Provide faculty training for CourseLeaf, coordinate and process curriculum changes, including the updates of the College catalog and course inventory for the nine (9) departments.
  • Monitor catalog change timelines and notify academic departments of impending deadlines.
  • Receive and properly route proposals for Special Topics courses.
  • Provide support to the Associate Deans with all assessment requirements in WEAVE.
  • Assist the Assistant Dean of Diversity and Belonging with inclusivity initiatives across the college.
    • Plan and execute separate support and training sessions for faculty, students, and staff in CLA
    • Attend DEI trainings to effectively assist the AD with training sessions.
    • Aid in workshop, event, and invited speaker coordination associated with DEI initiatives on campus

Functional Area 2:  Administrative                    

Percent Effort: 35%      

Essential Duty?  ☒  Yes ☐  No

  • Point of contact for the Associate Deans’ offices in the College of Liberal Arts.
  • Schedule appointments and maintain calendar for the Associate Deans.
  • Process travel vouchers for the Associate Deans. Compose and respond to correspondence, answer and direct phone calls, and assist students, staff, and faculty with any questions or issues.
  • Receive and process forms submitted for approval to the Associate Deans.
  • Confirm that submissions for approval on Directed Individual Studies, Internships, Theses, and other applicable forms have adequate supporting documentation, especially syllabi, with proper information included therein.
  • Run enrollment reports in the lead up to each academic term/semester to keep Associate Deans aware of low-enrolled courses and other scheduling issues that may arise.
  • Support Associate Deans and Graduate Coordinators with meetings and taking minutes, processing of scholarships, tracking scholarship committees, updating webpages, maintaining updated handbooks on website. 
  • Assist Associate Deans with student-related issues to include grade appeals by organizing documents for review and processing and setting meetings as needed, including the appointment of members to the College Grade Appeals Committee.
  • Organize and coordinate events and meetings to include new faculty orientations, academic advisor meetings, graduate coordinator meetings, any new committees to which Associate Deans are appointed.
  • Assist Associate Deans with fundraising efforts.
    • Plan and execute fundraising events and communication geared toward alumni and donors
    • Coordinate and record received gifts with Institutional Advancement
    • Assist in maintaining relationships with alumni and donors

Functional Area 3:  Operations                                                    

Percent Effort: 35%      

Essential Duty?  ☒  Yes ☐  No

  • Monitor departmental budget and notify department head of any issues. Purchase items on behalf of the Associate Deans’ offices or other college departments using the correct procurement process.
  • Maintain college-owned forms and disseminate to college Administrative Associates.
  • Maintain submitted proposals for college-level awards from the “Call for Proposals” to the notification of the awardees. Provide communication between award committees and applicants.
  • Maintain electronic records to include faculty handbook changes, catalog revisions, student grade appeals, college committee elections, and census-day enrollment reports.
  • Update faculty handbook on both the I:drive and college webpage.
  • Create, disseminate, and collect data for all electronic college elections.
  • Work with various departments across campus to maintain graduate faculty status updates/records and graduate scholarships.
  • Recruit Island Days faculty volunteers, maintain list for the year, and send thank-you letters.
  • Maintain college website. Update information on website as changes take place or changes are requested.
  • Take lead role in the college hooding ceremonies, including gathering of graduate names, collecting biographical statements and photos, creating script and slideshow for the ceremony, reserving room and photographer, arranging catering, hiring and paying of musicians, creating program, coordinating with UPD for parking, reminding graduates and graduate coordinators of the event, etc.
  • Assist with planning and hosting of the Publications and Creative Excellence Recognition Receptions for CLA/SAMC.
  • Provide support to faculty with college-level awards, Digital Measures, WeaveOnline, and CourseLeaf.
  • Hire, train, and supervise one (1) student worker.
  • Work closely with Dean’s Administrative Coordinator to support the college’s faculty and staff and order and maintain college promotional material.
  • Serve as co-coordinator/leader of Administrative Assistant meetings.
  • Attend all University and College meetings.
  • Perform other duties as assigned.

QUALIFICATIONS

  • High School Diploma.
  • Five (5) years administrative support experience.
  • Two (2) years university administrative support experience.
  • Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).
  • Excellent written and verbal communication skills. Listens intently and gets clarification where needed. Positive attitude.
  • Ability to work independently and efficiently with minimal supervision (self-motivated).
  • Ability to work in a fast-paced environment.
  • Excellent attention to detail.

PREFERRED QUALIFICATIONS

  • Two (2) years office management experience.
  • Experience in Cascade, Curriculog, CourseLeaf, WEAVEOnline, Qualtrics, Banner, Concur, Adobe, Publisher, Argos, Ad-Astra, IslanderBuy, Laserfische, Interfolio, Teams and Workday.

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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