Job location: Killeen TAMUCT

Employment Type: Full-time
Posted data: 2021-05-03
Req: R-037529
Job Title

Administrative Associate IV

Agency

Texas A&M University - Central Texas

Department

College of Business Administration

Proposed Minimum Salary

$12.36 hourly

Job Location

Killeen, Texas

Job Type

Staff

Job Description

Works under general supervision and provides reception and advanced administrative support to the College of Business Administration, Dean’s Office. The Administrative Associate IV must have the ability to maintain polite and professional communication via phone, e-mail and interact in a positive and professional manner with university administration, faculty, staff, students, the general public and community leaders. This individual greets guests, accepts, and distributes correspondence, interacts with students, and answers incoming phone calls. This person must be able to exercise good judgement in decision making, exhibit strong attention to detail, strictly adhere to FERPA guidelines, maintain a high level of confidentiality and have good oral and written communication skills.

Responsibilities:

• General reception/office duties: Maintains an awareness and commitment to FERPA and university policy and procedures. Greets all guests professionally. Provides general college information. Answers all incoming phone calls. Intakes all documents and routes them accordingly. Directs students for advising check-in procedure. Routes forms for department approvals. Assists with general office upkeep and cleanliness. Ensures the office of the dean suite is well maintained.

• Performs word processing, presentation, data entry and data management activities. Composes correspondence, reports, publications, and presentations, including editing and proofreading. Creates and maintains spreadsheets and databases. Reserves conference rooms for meetings. Arranges both physical and virtual meetings. Ensures the office equipment is supplied with paper/toner, etc. Maintains supply room inventory. Manages multiple calendars. Performs general research administrative analysis for special projects. Assists with accreditation efforts. Schedules committee meetings and takes minutes for meetings. May serve on committees. Screens complaints and determines the appropriate action or referral Maintains fiscal and administrative records.

• Assists with college processes. Assists with college events. Handles the logistics for meetings, seminars, and other special events, particularly in reference to facilities, equipment and food. Assists with various college projects. Assists with office preparation for new or relocating faculty. Tracks college inventory. Submits inventory updates. Assists with college mailings. Arranges payment for college services/purchases. May be asked to perform general research for purchases or projects. Create, send out and monitor responses to surveys. Organizes and tracks work toward yearly strategic goals and major projects. Assist with marketing and promotion efforts for the college.

• Maintains and purchases supplies: Purchases office supplies. Reconciles purchases monthly. Submits work orders and maintenance requests. Assists with travel/expense reports for dean’s office. Purchases IT related equipment, as needed. Must meet deadlines, be able to troubleshoot and be willing to act as a team player. Creates and updates key requests, as needed. May be asked to take meeting minutes.

• Maintains student information: Handles student files. Handles sensitive and confidential student documentation.

• Other duties as assigned.

Minimum Qualifications:

Education – High school diploma or equivalent combination of education and experience.

Experience – Four years of related experience.

Knowledge of – Knowledge of word processing, spreadsheet, and database applications.

Ability to – Ability to multitask and work cooperatively with others. Strong verbal and written communication skills. Strong interpersonal and organizational skills. Ability to work with sensitive information and maintain confidentiality.

Physical Requirements – Occasional light lifting may be required.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervision of Others

This position generally does not supervises employees.

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.