Administrative Associate IV

Texas A&M University; Gold Canyon (AZ); On-site; USD 35,000 - 50,000; Full time

Job summary

Texas A&M University seeks an enthusiastic Administrative Associate IV to support the Department of Chemistry and Physics. This role requires excellent communication and organizational skills to manage various administrative tasks for faculty members.

The ideal candidate will have a High School Diploma, experience in administrative roles, and proficiency in Microsoft Office. Additional responsibilities include managing budgets and serving as a liaison for departmental inquiries.

Qualifications

• Minimum of four years of experience as an administrative assistant or in a related role.
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong ability to multitask and maintain confidentiality of sensitive information.

Responsibilities

• Distribute funds and monitor budget reports.
• Manage timesheets and departmental inventory.
• Provide professional phone service and handle inquiries.

Skills

Communication skills

Interpersonal skills

Organizational skills

Multitasking

Microsoft Office Suite

Education

High School Diploma or GED

Associate’s or Bachelor’s degree in Business Administration or related

Job description

Job Summary

The A&M System seeks an enthusiastic and motivated Administrative Associate IV for the Department of Chemistry and Physics. The role supports 10 full‑time faculty members and requires excellent communication, interpersonal, and organizational skills. Candidates must be self‑motivated, able to work independently, and able to manage tasks under pressure while interacting with multiple campus offices and outside organizations.

Responsibilities

• Distribute funds based on designated allocations and monitor budget status reports monthly.
• Address account shortages, reconcile accounts, and process requisitions, pay invoices, and W‑9 forms for vendors.
• Deposit funds into selected accounts and prepare hire paperwork for new employees, PTLs, and GATs.
• Enter departmental accounts using the procurement card and process all degree information forms for Chemistry & Physics.
• Act as liaison to the Dean’s Office for NSB building repair and maintenance, classroom scheduling, event scheduling, and other issues requiring Dean’s Office involvement.
• Manage timesheets for student employees and departmental inventory, identifying necessary purchases of paper, office supplies, and teaching supplies.
• Provide professional phone answering service and handle in‑person inquiries from students, prospective students, and departmental guests.
• Track document delivery and forwarding to other departments, including pickup and delivery of campus mail.
• Mail and prepare recruiting documents for students and maintain 100% compliance with required system, university, and job‑specific online training courses.
• Perform additional duties as assigned.

Required Qualifications

• High School Diploma or GED.
• Minimum of four (4) years of experience as an administrative assistant, accounts payable, or in a related role.
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written, verbal, and interpersonal communication skills with a positive, courteous, and professional demeanor.
• Strong ability to multitask, collaborate with others, and maintain confidentiality of sensitive information.

Preferred Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Business, Accounting, or related coursework.
• Six (6) years of related experience, including experience in purchasing, contracts, and billing.
• Clerical experience within a university or state department.
• Positive and helpful attitude with good planning and organizational skills.

Equal Opportunity Statement

Equal Opportunity /Veterans/Disability Employer. All positions are security‑sensitive and applicants are subject to a criminal history investigation and employment is contingent upon the institution’s verification of credentials.