20112196

Hourly Administrative Associate Sr. (Part-time)

Part-time - 20 hours per week, No Benefits

Staff

Global Diversity Enhancement

Position Summary: The Administrative Associate reports directly to the Director of the Office of Global Diversity & Inclusive Excellence. Under the overall supervision of the director, the administrative associate senior serves as the Office Manager for the Office of Global Diversity & Inclusive Excellence (OGDIE). The incumbent will also provide ongoing comprehensive, dependable, and reliable scheduling, event-planning, completing and generating forms and programming support for the director and to the Office of Global Diversity & Inclusive Excellence in general, while coordinating various special projects as assigned.

General Duties:
• Provides general administrative and clerical support for the Office of Global Diversity and Inclusive Excellence, including filling, copying, faxing, word processing establishing and maintaining electronic records and files
• Composes error-free memo/correspondences
• Responds to written and/or oral inquiries as directed
• Assist OGDIE student workers with daily tasks as needed
• Greets and welcomes all visitors to OGDIE; answers and routes telephone calls as necessary
• Disperses mail to departmental offices and acts as courier for on-campus deliveries and pickups
• Monitors office supply inventory, order and receiving process
• Coordinates the general maintenance of office equipment and facilities as necessary
• Plans and implements the establishment of an organized filing system for efficient retrieval of documents, forms, records, etc.
• Maintains all computer and paper records for OGDIE and always ensures their confidentiality (i.e., travel forms, vendor forms, etc.)
• Ensures all employee and student records are kept secured and confidential in accordance with FERPA and the University’s Privacy Policy
• Performs other duties as assigned by the director in support of the OGDIE mission and vision, as well as the University in general
• Provides full administrative and event planning and programming support to the director
• Meet on a regular basis with the OGDIE Director for one-on-one meetings and provide project and event updates
• Represents the Office as may be requested by the director
• Make travel arrangements as needed for conferences, workshops, etc.
• In collaboration with the director, coordinates the development, planning, and printing of OGDIE marketing and publicity materials
• Keep track of diversity events taking place at Lamar University utilizing the on-line university calendar
• Provides general administrative and clerical support for the Multicultural Student Retention Programs and Services as well as Men of Excellence and UNIDAD Scholars programs

Specific Essential Duties:
Forms:
• Enters and track purchase requisitions in a timely manner
• Uses Microsoft Office applications in the creation and maintenance of office documents, letters, forms,
etc.
• Distributes and receives various forms and correspondence from administrators, faculty and students in a timely manner and ensures accuracy and correctness

Programming support:
• In collaboration with the Director of the Office of Global Diversity and Inclusive Excellence (OGDIE), coordinates and manages all the pre-and post-logistical planning and implementation of activities associated with OGDIE programs and events
• In collaboration with the OGDIE Director, secure/reserve locations for programs/events, both internally and externally
• Assist with event set up and take down

Meetings:
• Record minutes of meetings, transcribes/types and disseminates error-free copies of minutes in a timely manner to the director and stakeholders
• Actively participates in all staff and planning meetings as a member of the OGDIE Team (i.e., attend meetings, taking minutes etc.)
• Schedules meetings for OGDIE Director (i.e., Diversity Program Planning Committee group and sub-groups, First-Generation Forward Work Group, Intercultural Competency Sensitivity Training Group, etc.) and manages appointment calendars
• Assists with preparing agenda for upcoming meetings and disseminate via email to stakeholders

Social Media:
• Assists with Diversity related web and library research as requested
• Using CMS, update and maintain the OGDIE websites
• Maintain the social media pages: Twitter, Instagram, Facebook, and OrgSync

Budget:
• Monitors and regularly reconciles OGDIE budgets/accounts and promptly advise the director of any present and/or potential problems
• Prepares budget reports (weekly and monthly)

Publicity:
• Take pictures at events as needed
• Promote events on campus digital signage and other outlets (physical and social media)

Other duties and tasks may be assigned to meet the needs of the ever-changing students, program and office needs in order to promote and advance diversity, equity, and inclusive excellence on campus and in the community.

H.S. Diploma or GED, 3 years experience in an office setting.
- Experience with MS Office Suite, internet, email, and social media platforms.
- Experience using office machines.
- Ability to process office paperwork (memo’s, Purchase Orders, travel and vendor forms, etc.).

Lamar University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.

Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003.

Preferred Qualifications:
- Associate’s degree preferred
- Highly organized, analytical ability, and goal-oriented
- Possesses the ability to successfully handle multiple deadline centered tasks simultaneously
- A motivated self-starter with strong interpersonal communication skills
- Experience working in a professional office environment (preferably higher education)
- Experience working with individuals
- Strong management and leadership experience required

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.

$12.38/hr.

08/24/2021

Yes