Administrative Associate V

Job Title

Administrative Associate V

Agency

Texas A&M University

Department

Marketing

Proposed Minimum Salary

$17.10 hourly

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 Division of Marketing & Communications tells the story of Texas A&M and promotes and protects the Texas A&M brand. We achieve our goals through:

• Messaging - We work with peers across campus to develop, distribute and assess messaging about Texas A&M's global impact in preparing future generations of leaders and improving lives through discovery and outreach.

• Branding - We maintain the University Brand Guidelines and provide tools and resources for our campus partners.

• Brand Oversight - We oversee licensing, trademark management and corporate business development relationships to maximize their commercial benefit to the university.

What we want

We are seeking an Administrative Associate who will be responsible for providing advanced administrative support work. This position is critical to supporting our faculty and research activities. We envision our ideal individual will have a competency in communication, demonstrate effective planning and organizational skills, and multi-tasking abilities. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this job description appeals to you, we encourage you to apply to be considered for this great 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:

• Knowledge of word processing, spreadsheet, database, and presentation applications.

• Ability to multitask and work cooperatively with others.

• Interpersonal and communication skills.

• Planning and organization skills.

Preferred Education:

• Bachelor's degree.

Responsibilities:

• Faculty Support Coordinator: Manages the teaching-related support for approximately 25 faculty members. Oversees others who prepare and print academic materials (such as exams). Coordinates travel and meal arrangements for guest speakers. Ensures travel and meal arrangements for guests are made. Works with Teaching Assistants to administer and/or set up the standard exam make-up process. Works with the TAMU Bookstore to ensure faculty textbooks are in stock and available. Serves as the point of contact regarding records retention. Oversees and coordinates the records retention process for Marketing. Coordinates and administers the Faculty Teaching Assistant Pool workflow for direct faculty assistance with teaching and/or research related projects such as grading/proctoring and entering/compiling data.  Updates workflow links and processes. Hires, trains, and supervises student worker(s). Meets, analyzes, and ensures deadlines are met for the Faculty Teaching Assistant Pool. Reviews and makes recommendations for the Faculty Teaching Assistant Pool workflow and staff size. Audits the quality of work produced by student workers for faculty use and re-trains and/or adjusts processes, as needed. Creates training materials and/or procedures for student workers. 

• Behavioral Lab Manager: Coordinates the execution of research activities including establishing program standards and objectives. Provides technical information regarding the research program. Directs logistical activities to promote the success of the programs. Formulates and implements data collection timelines and ensures deadlines are met. Assesses needs of program in terms of staff hours, procedure modification, resource needs, and administering all research protocols and data gathering activities. Creates, updates, and maintains research and participation spreadsheets and databases. Supervises all student workers and graduate students regarding lab support which is vital to ensuring that all research is conducted and data is collected under standard conditions. Compiles and analyzes participation statistics each semester and other statistics as requested. Prepares credit reports for professors, participant reports to IRB, filing miscellaneous forms to IRB, and any other information requests regarding research and data run under the program. Retains and updates all record retention for program including hard and electronic copies. Conducts all communications to researchers, professors, and students involved with the program. Works with research faculty to create report video to teaching faculty at the end of each semester. Creates a syllabus insert each semester. Creates the survey in Qualtrics for researchers.  Takes the lead on reviewing processes and makes recommendations each semester to ensure continuous improvement.

• Office Support Coordinator: Serves as first point of contact for the Department of Marketing. Coordinates daily front office activities including supervision of student worker(s). Develops, applies, interprets, monitors, and communicates policies and procedures and serves as a resource for answering routine and complex questions regarding policies. Adheres to office procedures.  Modifies and recommends improvements for policies and procedures. Purchases office equipment and ensures material is in-stock. Checks out and maintains the parking log for business permits. Coordinates the maintenance of breakroom supplies, office supplies and equipment, and performance of general upkeep in the office. If applicable, processes requests concerning custodial, IT support, and AggieWorks matters.  Coordinates, orders, and maintains the key inventory for the department. Oversees the distribution of incoming and outgoing mail and packages. On occasion, delivers or pick-up documents, supplies, equipment, or other materials.  Serves as Emergency Coordinator for the Marketing Department. Serves as back-up to the Executive Assistant. Reviews documents for supervisor. Attends meetings or committees on behalf of supervisor. 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.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate and will be required to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

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 committed to diversity.

Job Title

Administrative Associate V

Agency

Texas A&M University

Department

Marketing

Proposed Minimum Salary

$17.10 hourly

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 Division of Marketing & Communications tells the story of Texas A&M and promotes and protects the Texas A&M brand. We achieve our goals through:

• Messaging - We work with peers across campus to develop, distribute and assess messaging about Texas A&M's global impact in preparing future generations of leaders and improving lives through discovery and outreach.

• Branding - We maintain the University Brand Guidelines and provide tools and resources for our campus partners.

• Brand Oversight - We oversee licensing, trademark management and corporate business development relationships to maximize their commercial benefit to the university.

What we want

We are seeking an Administrative Associate who will be responsible for providing advanced administrative support work. This position is critical to supporting our faculty and research activities. We envision our ideal individual will have a competency in communication, demonstrate effective planning and organizational skills, and multi-tasking abilities. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this job description appeals to you, we encourage you to apply to be considered for this great 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:

• Knowledge of word processing, spreadsheet, database, and presentation applications.

• Ability to multitask and work cooperatively with others.

• Interpersonal and communication skills.

• Planning and organization skills.

Preferred Education:

• Bachelor's degree.

Responsibilities:

• Faculty Support Coordinator: Manages the teaching-related support for approximately 25 faculty members. Oversees others who prepare and print academic materials (such as exams). Coordinates travel and meal arrangements for guest speakers. Ensures travel and meal arrangements for guests are made. Works with Teaching Assistants to administer and/or set up the standard exam make-up process. Works with the TAMU Bookstore to ensure faculty textbooks are in stock and available. Serves as the point of contact regarding records retention. Oversees and coordinates the records retention process for Marketing. Coordinates and administers the Faculty Teaching Assistant Pool workflow for direct faculty assistance with teaching and/or research related projects such as grading/proctoring and entering/compiling data.  Updates workflow links and processes. Hires, trains, and supervises student worker(s). Meets, analyzes, and ensures deadlines are met for the Faculty Teaching Assistant Pool. Reviews and makes recommendations for the Faculty Teaching Assistant Pool workflow and staff size. Audits the quality of work produced by student workers for faculty use and re-trains and/or adjusts processes, as needed. Creates training materials and/or procedures for student workers. 

• Behavioral Lab Manager: Coordinates the execution of research activities including establishing program standards and objectives. Provides technical information regarding the research program. Directs logistical activities to promote the success of the programs. Formulates and implements data collection timelines and ensures deadlines are met. Assesses needs of program in terms of staff hours, procedure modification, resource needs, and administering all research protocols and data gathering activities. Creates, updates, and maintains research and participation spreadsheets and databases. Supervises all student workers and graduate students regarding lab support which is vital to ensuring that all research is conducted and data is collected under standard conditions. Compiles and analyzes participation statistics each semester and other statistics as requested. Prepares credit reports for professors, participant reports to IRB, filing miscellaneous forms to IRB, and any other information requests regarding research and data run under the program. Retains and updates all record retention for program including hard and electronic copies. Conducts all communications to researchers, professors, and students involved with the program. Works with research faculty to create report video to teaching faculty at the end of each semester. Creates a syllabus insert each semester. Creates the survey in Qualtrics for researchers.  Takes the lead on reviewing processes and makes recommendations each semester to ensure continuous improvement.

• Office Support Coordinator: Serves as first point of contact for the Department of Marketing. Coordinates daily front office activities including supervision of student worker(s). Develops, applies, interprets, monitors, and communicates policies and procedures and serves as a resource for answering routine and complex questions regarding policies. Adheres to office procedures.  Modifies and recommends improvements for policies and procedures. Purchases office equipment and ensures material is in-stock. Checks out and maintains the parking log for business permits. Coordinates the maintenance of breakroom supplies, office supplies and equipment, and performance of general upkeep in the office. If applicable, processes requests concerning custodial, IT support, and AggieWorks matters.  Coordinates, orders, and maintains the key inventory for the department. Oversees the distribution of incoming and outgoing mail and packages. On occasion, delivers or pick-up documents, supplies, equipment, or other materials.  Serves as Emergency Coordinator for the Marketing Department. Serves as back-up to the Executive Assistant. Reviews documents for supervisor. Attends meetings or committees on behalf of supervisor. 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.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate and will be required to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

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 committed to diversity.