Administrative Associate IV

Job Title

Administrative Associate IV

Agency

Texas A&M University

Department

English

Proposed Minimum Salary

$13.01 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

Texas A&M University’s Department of English, believes a university education is about more than what happens in the classroom.  We enrich our teaching and research by hosting lectures, symposia, and conferences that bring scholars, writers, and teachers from around the world to Texas A&M. The Business Office strives to support the goals of the faculty, staff and students in teaching, research and outreach programs, and adheres to the professional standards and integrity in processing university Business. We invite you to explore our website to learn more about our department, our people, and our research and teaching. https://english.tamu.edu/

What we want

The Administrative Associate IV, assists management in the coordination of office support activities and provides administrative support to specialized activities or projects. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If the description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Special Note: A cover letter and resume’ are strongly recommended.

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

• Four years of experience in general office or clerical work

Required Knowledge, Skills, and Abilities:

• Working knowledge of spreadsheet and word processing software programs

• Interpersonal and communication skills

• Keyboarding skills

• Ability to multi-task and work cooperatively with others

• Ability to work with diverse groups of people and be helpful, respectful, approachable, and team oriented

• Ability to build strong working relationships and a positive work environment

Preferred Education and Experience:

• Bachelor’s degree

• Seven years of experience in general office or clerical work including some supervisory experience.

• TAMU experience

Preferred Knowledge, Skills, and Abilities:

• Working knowledge of Microsoft Word, Excel, and Compass

• Experience working with databases, desktop publishing software, WordPress, HTML, and Adobe Photoshop or Illustrator

• Excellent written and oral communication skills

• Experience using Google docs, eCampus, and Argos

Responsibilities:

• Course Records and Files – Perform course-related duties for English undergraduate courses: request course descriptions from instructors; copy and distribute resource manuals; process grade changes, excessive absence reports, incomplete grades and Q-drops; maintain files of course syllabi, and incomplete grades; notify students of course changes and/or cancellations. Maintain filing system following records retention policies. Enter course information into university system. Serve as backup for course scheduling.

• Office Support – Provide administrative assistance to Undergraduate administrators and staff including answering telephone, scheduling appointments, responding to general inquiries, greeting visitors and sorting and distributing incoming mail. Serve as assistant to Director of Undergraduate Programs. Provide program support for Spring Break Study Abroad and Sigma Tau Delta. Maintain office manual which documents policies and procedures. Administer UPREP process. Assist with supervising student worker and editing undergraduate newsletter.

• Course Registration – Manage work related to registration process for undergraduate courses, including course overrides and forcing. Review degree evaluations. Respond to student queries (electronic, in-person, and telephone), and communicate as needed with advisors, publication outlets, and other university offices. Monitor university online schedule.

• Special Events – Assist with coordination of special events such as New Student Conferences, instructor training session, orientation, and Book Fair. Make reservations, order food and supplies, prepare and copy materials, contact publishing companies and other sponsors, and other duties as required.

• Monitor and Update Website – Serve as web master for the department as a whole. Coordinate the design, creation and updating of web pages using HTML, and Content Management System as directed by departmental administrators. Communicate site problems to departmental personnel. Monitor department’s social media presence.

• Textbooks – Coordinate textbook order process for instructors. Order standard adoption desk copies as needed. Notify instructors of deadlines. Communicate with book representatives regarding new editions of textbooks. Assist book representatives with current faculty lists and mailing database. Serve as liaison with university bookstore.

• Awards – Assist with work related to awards, contests, and research opportunities. Maintain database records and files. Design and print award certificates. Communicate information on recipients to departmental staff for recognition and processing. Prepare correspondence and communicate with students. Assist with scholarship award process. Perform other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University 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.

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.