Administrative Associate V

West Texas A&M University; Canyon (TX); On-site; USD 18,000 - 26,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Retirement benefits

Tuition assistance

Job summary

West Texas A&M University is seeking an Administrative Associate V to manage the School of Music’s administrative operations, supervise staff, and coordinate events and payroll for student workers and ensembles. The role requires independent judgment and strong organizational skills in a busy academic environment.

The position supports budgeting, procurement, travel planning, and office policy improvements while ensuring compliance with university procedures and deadlines.

Qualifications

• High School diploma required.
• Minimum 5 years of relevant administrative experience.
• Strong knowledge of MS Office suite and budgets.
• Ability to multi-task and communicate effectively.
• Ability to work independently with minimal supervision.

Responsibilities

• Plans and manages the general administration of the School of Music office: Creation, maintenance and updating office procedures manual.
• Monitors compliance with procedures.
• Hires, trains and supervises office workers and stage and recording crew.
• Manages payroll for Athletic Pep Band (25) and Staff Accompanists (8).
• Manages and maintains inventory of supplies.
• Coordinates the maintenance of office equipment.
• Prepares and edits programs for concerts and recitals.
• Maintains student files.
• Handles mail and shipping.
• Recommends and implements process revisions.
• Meets with Director to suggest administrative improvements and new practices.
• Plans and executes the administration of School of Music activities and events (100+ per year).

Skills

MS Office

Multitasking

Communication

Independent work

Education

Bachelor's degree

Tools

Payroll software

Job description

Job Title Administrative Associate V Agency West Texas A&M University Department Music

Proposed Minimum Salary$16.02 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

Works independently under Director of the School of Music with minimal supervision; manages administrative operations of a large academic program; establishes and assesses office practices and procedures, manages large numbers of workers in various positions; exercises discretion and independent judgment in matters of significance and areas of responsibility.

Responsibilities

• Plans and manages the general administration of the School of Music office: Creation, maintenance and updating office procedures manual
• Monitors compliance with procedures
• Hires, trains and supervises office workers and stage and recording crew
• Manages payroll for Athletic Pep Band (25) and Staff Accompanists (8)
• Manages and maintains inventory of supplies
• Coordinates the maintenance of office equipment
• Prepares and edits programs for concerts and recitals
• Maintains student files
• Handles mail and shipping
• Recommends and implements process revisions
• Meets with Director to suggest administrative improvements and new practices
• Plans and executes the administration of School of Music activities and events (100+ per year): Manages 25 Live scheduling of all School of Music venues including public performances rehearsal room scheduling special events 25 Live booking requests from external users. Manages arrangements and billing for all external 25 Live requested events and for student recitals. Manages payroll for 20-25 student workers on the Stage and Recital Crew. Coordinates arrangements for the Harrington String Quartet performances. Provides on-site assistance as needed for on-campus and external events. Manages and arranges piano maintenance and tuning requests. Administers contracts for instrument maintenance. Oversees facilities maintenance.

Budget and Finance

• Assists Director of the School of Music with budget planning and administration
• Administers budget for office expenses
• Organizes and maintains financial records
• Manages timesheets and approves payroll for Stage and Recital Crew, student office workers, Athletic Pep Band and Staff Accompanists (approximately 50 employees)
• Prepares all purchase requisitions and tracks expenditures
• Allocates and reports Pro Card transactions
• Manages the School of Music credit card terminal; processes deposits, allocates credit card fees to correct accounts
• Receive, logs, and deposits payments for event admissions, student fees and purchases, Music academy tuition, donations, and other income

Faculty and Student Travel

• Manages travel for 32 faculty members, including reminding faculty of due dates for notification of absence, preparation of travel requisitions, assisting in completion of travel vouchers, and tracking individual expenditures to budgeted allocations
• Maintains School of Music ONEcard, including booking travel, and does monthly allocations
• Assists with arrangements for student group travel
• Monitors faculty compliance with rules for international travel
• Manages travel and lodging arrangements for guest artists
• Maintains 100% compliance with timely completion of required System, University and job-specific online training courses

Other duties as assigned.

Necessary Qualifications

• High School diploma
• Five (5) years of relevant administrative experience
• Thorough knowledge of MS Office suite, financial statements and budgets
• Ability to multi-task
• excellent communications skills
• Ability to work cooperatively with others
• Ability to work independently with minimal supervision

Preferred Qualifications

• Bachelor’s degree
• Eight (8) years of office administration

Due to budgetary reasons, West Texas A&M University will not offer H-1B or other work authorization visa sponsorship for this position.

Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. Texas law requires all males age 18 through 25 to be properly registered with the Selective Service System.

Equal Opportunity /Veterans/Disability Employer. 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.

WT is located in Canyon, Texas, on a 342-acre residential campus. Established in 1910, the University has been part of The Texas A&M University System since 1990. WT, a Hispanic Serving Institution since 2016, boasts an enrollment of about 10,000 and offers 59 undergraduate degree programs, 39 master’s degrees and two doctoral degrees. WT’s long-standing commitment has always been to serve both the students and the region of the Panhandle.

Our employees make a difference every day in the lives of thousands of students, and that has countless ripple effects on people throughout the region, the state and the world. Moreover, employees are encouraged to grow professionally and personally thanks to a supportive work environment. At WT, your future is our future. Employees and their dependents get half-off their tuition and fees. The minimum starting wage is $15 per hour. Employees also have generous health, dental, vision, and long-term disability insurance packages, plus free basic life insurance and enrollment in the Texas Teacher Retirement System. Flexible or compressed work-week arrangements are also available.

Find out more at: https://wtamu.edu/benefits

West Texas A&M University is located in Canyon, home to Palo Duro Canyon and the Panhandle-Plains Historical Museum. Canyon also is conveniently located near Amarillo, the largest city on Interstate 40 between Oklahoma City and Albuquerque. This region is renowned for its historical significance, vibrant arts and entertainment options, unique shopping, delicious food and the friendliest people in the state.