Administrative Associate IV

tamus; Canyon (TX); On-site; USD 18,000 - 25,000; Full time

Job summary

West Texas A&M University in Canyon, Texas is seeking an enthusiastic Administrative Associate IV to support the Department of Chemistry and Physics. The role emphasizes accurate budgeting, procurement, payroll processing and maintaining records across campus systems.

You will collaborate with the department head and faculty to monitor budgets, prepare hire documents, process invoices and forms, manage inventory, coordinate schedules, and serve as a liaison to the Dean's Office for building

Qualifications

• High School Diploma or GED.
• Four (4) years of related administrative experience.
• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Excellent interpersonal, written, and verbal communication skills to communicate effectively in a positive, courteous, & professional manner.
• Ability to multitask and work cooperatively with others.
• Strong interpersonal and organizational skills.
• Ability to work with sensitive information and maintain confidentiality.

Responsibilities

• Work with department head and faculty to distribute funds based on designated allocations.
• Monitor budget status reports monthly and address account shortages and reconciliations.
• Type requisitions, pay invoices, W-9 forms for vendors, deposits funds in selected.
• Accurately prepare hire paperwork for new employees, PTIs, and GAs.
• Procurement card entry of departmental accounts.
• Process all Degree Information Forms for Chemistry & Physics.
• Serve as liaison to the Dean's Office for NSB Building repair and maintenance issues; classroom scheduling/event scheduling; additional issues which require Dean's Office awareness and involvement for resolution.
• Timesheet manager for student employees.
• Manage departmental inventory and identify purchases that need to be made such as paper, office supplies, and teaching supplies.
• Professionally answers phone inquiries and in person questions from current students, prospective students, or departmental guests.
• Track document delivery and forwarding to other departments including the pickup and delivery of campus mail.
• Mail and prepare recruiting documents for students.
• Maintains 100% compliance with timely completion of required System, University and job-specific online training courses.
• This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties as assigned.

Skills

Interpersonal communication

Multitasking

Organizational skills

Confidentiality

Education

High School Diploma or GED

Associates or Bachelors in Business Administration or related

Tools

Microsoft Office Suite

Job description

Job Title

Administrative Associate IV

Agency

West Texas A&M University

Department

Department Of Chemistry And Physics0

Proposed Minimum Salary

$15.68 hourly

Job Location

Canyon, Texas

Job Type

Staff

Job Description

The A&M System strives to maintain a competitive, high-quality benefit package to support the health and wellness needs of our workforce. This includes comprehensive health and welfare insurance plans, additional health and lifestyle programs, and optional retirement savings opportunities. Eligible employees will have access to paid leave programs in addition to 13-15 paid holidays each year. For more information regarding the benefit package go to: West Texas A&M University: Human Resources Benefits

NOTICE - All posted positions are subject to budget approval.

General Summary:

We are looking for an enthusiastic, motivated individual to work in an interdisciplinary academic science department comprised of 10 full-time faculty. Excellent communication, interpersonal and organizational skills are essential, along with the ability to work effectively under pressure. The selected individual must be self-motivated and able to work independently on assigned projects. Interaction with multiple offices across campus, as well as outside organizations and businesses, is required. Accuracy and attention to detail are very important for this position.

Responsibilities

• Work with department head and faculty to distribute funds based on designated allocations.
• Monitor budget status reports monthly and address account shortages and reconciliations.
• Type requisitions, pay invoices, W-9 forms for vendors, deposit funds in selected.
• Accurately prepare hire paperwork for new employees, PTls, and GA Ts.
• Procurement card entry of departmental accounts.
• Process all Degree Information Forms for Chemistry & Physics.
• Serve as liaison to the Dean's Office for NSB Building repair and maintenance Issues; classroom scheduling/event scheduling; additional issues which requires Dean's Office awareness and involvement for resolution.
• Timesheet manager for student employees.
• Manage departmental inventory and identify purchases that need to be made such as paper, office supplies, and teaching supplies.
• Professionally answers phone inquiries and in person questions from current students, prospective students, or departmental guests.
• Track document delivery and forwarding to other departments including the pickup and delivery of campus mail.
• Mail and prepare recruiting documents for students.
• Maintains 100% compliance with timely completion of required System, University and job-specific online training courses.
• This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties as assigned.

Necessary Qualifications

• High School Diploma or GED
• Four (4) years of experience as administrative assistant, accounts payable or related experience.
• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Excellent interpersonal, written, and verbal communication skills to be able to communicate effectively in a positive, courteous, & professional manner.
• Ability to multitask and work cooperatively with others.
• Strong interpersonal and organizational skills.
• Ability to work with sensitive information and maintain confidentiality.

Preferred Qualifications

• Associates or Bachelors Business Administration or college coursework in Business, Accounting, or related study and/or specialized/technical training.
• Six (6) years of related experience.
• Clerical experience in a University or State department.
• Experience in purchasing, contracts, and billing.
• Positive and helpful attitude.
• Good planning and organizational skills.

Equal Opportunity /Veterans/Disability Employer.

Equal Opportunity /Veterans/Disability Employer.

Security-sensitive Employment Information

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/Veterans/Disability Employer.

Selective Service Registration

Texas law requires all males age 18 through 25 to be properly registered with the Selective Service System.