Administrative Associate V

tamus; College Station (TX); On-site; USD 22,000 - 31,000; Full time

Job summary

Texas A&M University, College Station, is seeking an Administrative Associate V to coordinate daily office support, maintain records, greet visitors, and support EHS operations. Responsibilities include scheduling meetings, organizing materials, handling inquiries, processing invoices, and assisting with unit administration.

A high school diploma and five years of clerical experience are required, with strong communication and confidentiality.

Qualifications

• High school diploma or equivalent with related experience
• At least five years’ experience in general office or clerical work
• Knowledge of word processing, spreadsheet, and database applications
• Ability to multitask and work cooperatively with others

Responsibilities

• Coordinate daily office support activities and workflow
• Support meeting planning, scheduling, and notes distribution
• Answer main line, direct calls, and respond to inquiries
• Maintain records, process invoices/requisitions, and assist travel tasks

Skills

Word processing

Spreadsheets

Databases

Multitasking

Written communication

Organizational skills

Education

High school diploma

Job description

Administrative Associate V

Agency: Texas A&M University

Department: Environmental Health & Safety

Proposed Minimum Salary: Commensurate

Job Location: College Station, Texas

Job Type: Staff

A Glimpse of the Job The Administrative Associate V is responsible for coordinating daily office support activities and administrative interactions, maintaining administrative records, coordinating meetings, greeting visitors, distributing mail, tracking administrative metrics, and ordering supplies.

Essential Duties

Administrative Support

• Coordinates daily office support activities and administrative interactions
• Assists in the coordination of daily work flow and the resolution of complex, highly sensitive and confidential matter
• Coordinates the maintenance of files, records, office supplies, or equipment
• Maintain office supply inventory and order office supplies as needed

Coordinate meetings

• Coordinate departmental staff meetings, manage calendars for room reservations, order business meals as necessary
• Maintain meeting logs, take, and publish meeting notes, provide assistance with scheduling meetings, guest speakers
• Organize information and materials for distribution

Customer Service

• Answer EHS main line and direct phone calls
• Acts as the point of contact for internal and external clients
• Distribute mail
• Responds to departmental personnel and customer inquiries via email
• Provide general support to visitors
• Gather information for the emergency response phone calls that come in during normal business hours to provide to the team on-call

Business Support

• Create invoices or requisitions for review to the Department of Finance for Operations
• Maintains fiscal and administrative records
• Provides travel support with gas and travel cards
• Serves as back up support for EHS based finance and operations tasks
• Assist with departmental administration
• May assist with administration of contracts and summary reports
• Composes correspondence
• Assists with administration of unit, program, or project
• Maintain work anniversaries and birthday databases
• Interacts with IT to update internal directory
• Assists with coordinating student worker tasks
• Makes recommendations for process improvements, administrative changes, or new initiatives

What You Need to Know

Salary : $19.62/hour

Required Education and Experience

• High school diploma or equivalent combination of education and experience
• Five years of experience in general office or clerical work

Knowledge, Skills, and Abilities

• Knowledge of word processing, spreadsheet, and database applications
• Ability to multitask and work cooperatively with others
• Excellent written communication, analytical, interpersonal, and organizational skills
• Ability to work in a high stress environment
• Ability to work with sensitive information and maintain confidentiality
• Ability to work independently once given a project

Other Requirements and Factors

• This position is security sensitive
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures
• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

Equal Opportunity/Veterans/Disability Employer.