Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M University – Commerce

Department

Social Work

Proposed Minimum Salary

Commensurate

Job Location

Commerce, Texas

Job Type

Staff

Job Description

INSTRUCTIONS TO APPLICANT:

During the application process the “My Experience ” page has a section provided “Attachments (Resume/CV, References, Cover letter, etc.) ” to upload required documents. 

• Use the Upload button to add each document.
• You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
• All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
• Incomplete or improperly submitted applications may be excluded from consideration.
• Please do not withdraw your application in an attempt to upload a missing document, instead please email HR for help.

Please provide the following documents :

• Cover Letter
• Resume/CV
• Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
• Transcripts (Unofficial will be accepted with application. Official transcripts are required upon acceptance of verbal offer). 
  If transcripts are from an international institution, it is the responsibility of the prospective staff member to have the transcripts translated and evaluated by an approved credential evaluator.

If you need assistance, please contact us at [email protected]

SUMMARY:

Top level contributor, may act as an internal consultant providing guidance on complex projects. Regularly operates under deadlines and may be subject to extreme workloads. Acts in a clerical, secretarial or administrative capacity to manage the activity and the productivity at the department level in an efficient manner.

DUTIES & RESPONSIBILITIES:

• Works closely with departmental management. Will assist the department head with official business. May be responsible for communications either in writing or in person, at meetings.
• Serves as receptionist. Answers telephone and provides information. Produces documents. General office duties. Inventory and finances.
• Schedules appointments and arranges travel schedules and reservations for out-of-town appointments.
• May represent the department with outside agencies, contacts, other universities, etc. or with internal staff, students or faculty and coordinate activities or handle correspondence, records, files or reports.
• Maintains department-level records, files, and reports such as payroll processing for department, department budgets, etc.
• Greets high-level visitors, ascertains nature of business and directs visitors to appropriate person efficiently.
• Monitors and tracks faculty and staff positions. Ensures department follows search procedures.
• Coordinates BSW/MSW field programs. Process agency applications for TK20 including adding and changing field instructors/liaisons and accessing student files
• Creates and submits class schedules in banner
• Creates/Receives invoices for payments in AggieBuy
• Submits and reconciles expense/travel reports in Concur
• Uploads/updates class syllabus/vitas in Cascade
• Maintains and orders office supplies/equipment
• Oversees all classroom doors and student related areas are open and closed daily
• Coordinates building maintenance and facilities with SEC
• Coordinates activity independently and may make administrative decisions in absence of the department head.

MINIMUM REQUIREMENTS:

• Education: High school diploma or equivalent combination of education and experience.
• Experience / Knowledge / Skills: Three years of related experience. Excellent knowledge in business communications, spelling, punctuation, office procedures and excellent proofing skills required.
• Ability to: Ability to organize and set priorities, maintains records, interpret and prepare reports and compose memoranda and letters and excellent communication skills essential. Good computer skills and knowledge needed with ability to demonstrate word processing, spreadsheet and more specialized experience.
• Licensing/Professional Certifications: NA
• Physical Requirements: NA
• Other Requirements: NA

PREFERRED EDUCATION / SKILLS/ EXPERIENCE:

Associates or Bachelor s degree preferred. Experience in higher education preferred. Necessary knowledge including budget planning, finance management and understanding of such programs as FAMIS, Canopy, AggieBuy, Concur, and Banner preferred.

SUPERVISION OF OTHERS:

May supervise student workers and graduate assistants.

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.