Administrative Associate III

tamus; Commerce (TX); On-site; USD 38,000 - 54,000; Full time

Job summary

East Texas A&M University in Commerce, Texas is seeking an Administrative Associate III to maintain official records and execute administrative policies under deadlines.

The role supports the Chemistry department, handles receptionist duties, file management, budget tracking, travel arrangements, and coordination with stockroom and labs. Requires strong communication, proofreading, and computer skills, with experience in office procedures.

Qualifications

• High school diploma or equivalent.
• Three years of related experience.
• Excellent knowledge in business communications, spelling, punctuation, office procedures and excellent proofing skills.
• Good computer skills.

Responsibilities

• Greet visitors and direct them to the appropriate person.
• Maintain departmental files and notify groups of materials.
• Answer phones and schedule appointments.
• Prepare reports and correspondence using word processing.
• Track budgets and expenditures.
• Record minutes of staff meetings.
• Arrange travel and prepare travel vouchers.
• Coordinate with stockroom and maintain inventory.

Skills

Business communications

Proofreading

Office procedures

Spelling

Punctuation

Education

High school diploma or equivalent

Tools

MS Office

Job description

Job Title

Administrative Associate III

Agency

East Texas A&M University

Department

Chemistry

Proposed Minimum Salary

Commensurate

Job Location

Commerce, Texas

Job Type

Staff

Job Description

A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Texas A&M University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Texas A&M University subject to this fee.

In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate.

If transcripts are from an international institution, it is the responsibility of the prospective faculty member to have the transcripts translated and evaluated by an approved credential evaluator.

If you need assistance, please contact us at [e-mail]

SUMMARY

Maintain official records and executes administrative policies determined by or in conjunction with other administrators and generally works under deadlines.

DUTIES & RESPONSIBILITIES

• Serves as receptionist by greeting visitors, ascertaining nature of business and conducting visitor(s) to the appropriate person. Assists students, staff and others in department in order to regulate and oversee department activity.
• Maintains departmental files, authorizes use of same and keeps interested groups informed as to availability of materials.
• Answers telephone and gives information to callers or routes call to appropriate area and places outgoing calls. Schedules appointments.
• Uses computer for word processing and other needed functions in order to compile and produce reports, compose and prepare correspondence, and produce other requested documents. Makes copies of correspondence or other printed material. Types needed requisitions in order to purchase equipment and supplies for departmental use.
• Opens, reads, and distributes mail; assembles related material for use by supervisor in answering mail; may answer routine inquiries requiring interpretations of departmental regulations. Prepares outgoing mail.
• Analyzes department operating practices such as recordkeeping systems, forms control, and office layout, to create new systems or revised established procedures.
• Assists in the preparation of department budget and tracks expenditures.
• Records minutes of staff meetings.
• Arranges travel schedules and reservations, prepares travel applications and vouchers.
• Coordinates collection and preparation of operating reports such as time and attendance records, terminations, new hires, transfers, budget expenditures, statistical records of performance data and student information.
• Evaluates work methods, makes suggestions to improve procedures and job efficiency.
• Orders and receives chemicals, cylinders and supplies for teaching and research labs using departmental and research accounts.
• Coordinates with stockroom to check-in and check-out of teaching labs.
• Maintains departmental inventory by counting material, equipment, merchandise or supplies in stock and orders according to department need for business.
• Contacts appropriate individual for equipment repairs; and performs simple preventative maintenance on office equipment.

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. Good computer skills an