Administrative Associate V

Job Title

Administrative Associate V

Agency

Texas A&M University

Department

Strategic Sourcing

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 by promoting a culture that respects all perspectives, talents and lived experiences.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are

The mission of Procurement Services is to strategically and ethically acquire quality goods and services at the best value for the University community through education, procurement expertise, and outstanding customer service. Our vision is to be recognized for our innovative approach to sourcing, development of strategic alliances and a processive model of best practices.

What we want

This Administrative Associate V reports directly to the Director of e-Commerce and provides administrative support for the AggieBuy application and its users, including TAMU System members, and suppliers. Coordinates and maintains supplies inventory; anticipates needed supplies; places and expedites orders for supplies; verifies and reconciles purchase card statements; receives and stores supplies. Handles multiple tasks while positively and professionally interacting with co-workers and staff at all levels. Maintains departments annual asset inventory records. This is a Monday-Friday “work in office” position, TAMU holidays excepted.

What you need to know

Salary: Compensation will be commensurate to the selected hire’s experience.  

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

Position Details: This is an onsite, Monday -Friday, position.

Required Education and Experience:

• High school diploma or equivalent combination of education and experience

• Five years of experience in general office or clerical work within a multi-task environment.

Required Knowledge, Skills, and Abilities:

• Knowledge of spreadsheet, word processing, presentation software programs, and database applications

• Excellent written communication, analytical, interpersonal, organizational, and communication skills

• Keyboarding skills

• Ability to multi-task and work cooperatively with others

• 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

Preferred Qualifications:

• Bachelor’s degree

• Nine years of experience in general office or clerical work, including previous supervisory experience

• Certified Administrative Professional (CAP) Certification

• Experience with other office-related applications software, such as Vision and the TAMUS Business Objects

• Familiarity with and Experience using AggieBuy

• Comfortable with and enjoy using technology (devices and applications)

• Skilled with Microsoft Office products

• Strong organizational skills

Essential Duties/Tasks

Training & Support  

• Train and Support TAMU Procurement Services, Contract Administration, and Logistics staff members, and staff members from other TAMU System Members on the use of the AggieBuy e-procurement system, including AggieBid.

• Provide this training and support “in person” for building occupants, and Teams/Zoom sessions for AggieBuy users not in our building.

• Assist suppliers, as needed, with the AggieBuy/JAGGAER registration process, and if/when they experience difficulties logging into or navigating or completing and submitting their responses via AggieBid.

• Monitor, and respond accordingly to, the AggieBuy Help Desk phone and email channels.

• Monitor, and respond accordingly to, the Procurement Services Help Desk phone and email channels.

• Develop and maintain/keep current AggieBuy and AggieBid “Quick Reference Guides”.

• Monitors and resolves requisitions and purchase orders that become in one of the various Approval Workflow.

• Create and maintain AggieBuy’s centralized Shipping Address file/database.

• Monitor and assist with updates to AggieBuy’s Supplier database.

Administrative Support

• Support TAMU Procurement Services, Contract Administration, and Logistics staff members in their use of departmental computer, networking, and telecommunications equipment.

• Liaison between staff members and the IT Support Team to report and monitor problems with network connectivity and computing devices.

• Liaison between staff members and TAMU’s Telecommunications Department to report and monitor problems with our VoIP phone system. Assist with the customized programming of the phones’ “hot keys”.

Office Support

• Assist with general office management.

• Performs general duties in support of the staff and other occupants of our building, including ordering, receiving, and deploying office and breakroom supplies and equipment.

• Maintain the building’s Fire Safety Plan, Key Log, and Vehicle Records.

• Conduct our department’s annual inventory of fixed assets.

Other Duties

• Provide direct and daily administrative support for the Director of e-Commerce.

• Assist with “Building Proctor” duties by serving as a liaison between SSC technicians and building occupants in the absence of the Building Proctor (the Director of e-Commerce also serves as the Building Proctor).

• Assists and supports, as needed, the 12th Can Pantry Staff and operations, which are hosted in our building.

• Perform other duties as assigned.

• Occasionally work beyond normal office hours.

Why Texas A&M University? 

 

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes. 

• Health , dental , vision , life and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums

• 12-15 days of annual paid holidays 

• Up to eight hours of paid sick leave  and at least eight hours of paid vacation each month

• Automatically enrollment in the Teacher Retirement System of Texas 

• Health and Wellness: Free exercise programs and release time

• Professional Development: All employees have access to free LinkedIn Learning  training, webinars, and limited financial support to attend conferences, workshops, and more 

• Employee Tuition Assistance and Educational Release time   for completing a degree while a Texas A&M employee

 

For additional information on benefits Click here

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.