Job Title

Administrative Associate IV, The Office of the Provost

Agency

Texas A&M University - Central Texas

Department

Academic Affairs

Proposed Minimum Salary

$18.00 hourly

Job Location

Killeen, Texas

Job Type

Staff

Job Description

The Administrative Associate IV works under general supervision and provides highly advanced administrative support for the Office of the Provost and the Graduate School . The position will also serve as the receptionist , and requires a high level of skill in typing, specifically taking minutes of meetings, dictation, preparing reports, memos and letters. The position reports to the Executive Assistant for Academic Affairs . The individual will assist the Executive Assistant with logistical duties, office management, records management, inventory control, arranging meetings, appointments, conferences, travel, and other special events to include facilities, equipment, and food . The position includes sensitive communications, and production of reports and documents . The individual in this position must be able to exercise good judgment in decision making and have strong oral and written communication skills; and possess the ability to interact in a professional manner with university administration, faculty, and staff.

Responsibilities:

• Communication Serves as the receptionist for the Office of the Provost.

• Handles highly sensitive and confidential matters, correspondence and records.

• Provide organizational planning and problem solving skills.

• Interact with departmental faculty and staff, other university personnel, students and the public in providing information and referral, and responding to a variety of needs and requests.

• Greet all visitors using effective oral communication skills.

• Researches and analyzes administrative requirements for specific programs or projects. Provides technical information regarding administrative procedures, services, or programs.

• Develops procedures for complex or specialized functions. Responds to inquiries and interprets rules, regulations, policies and procedures. May monitor compliance with policies and procedures.

• Provide skilled administrative support through the performance of advanced and complex task composing routine letters, memorandum, reports, and/or confidential matters for distribution or approval for signature, checking the documents for completeness and accuracy.

• Maintains a variety of fiscal, administrative, and academic records. Verifies, processes, and reviews forms, reports, tables, and other documents. Performs special analyses and project summaries.

• Assists in the coordination of daily work flow and provide organizational planning and problem solving skills.

• Coordinate the repair and maintenance of office equipment.

• Coordinates the maintenance of files, records, office supplies, or equipment. Makes recommendations for process improvements, administrative changes, or new initiatives.

• Coordinates travel arrangements and prepares itineraries. Coordinates meetings, seminars, and other special events.

• Serves as administrative support for assigned committees and produce detailed minutes of committee and council meetings in a timely and accurate manner.

• Create and update files and records as necessary

• Coordinate special projects, events, and initiatives as assigned

• Performs additional duties as assigned

  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 may be assigned.

Minimum Education and Experience:

• High school diploma or equivalent combination of education and experience.

• Four years of related experience.

Preferred Qualifications:

• Prior experience working in an instruction of higher education.

Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.

• Ability to multitask and work cooperatively with others.

• Strong verbal and written communication skills.

• Strong interpersonal and organizational skills.

• Ability to work with sensitive information and maintain confidentiality.

Wage: $18.00

Hours: Monday - Friday; 8:00 am to 5pm. Hours may fluctuate based on priority of workload or schedule. The employee may be required to travel and work evenings and weekends as needed to assist the Office of the Provost.

Supervision of Others: This position generally does not supervise employees.

Work Location: This is not a remote position. The selected candidate will be required to work on campus. Work is performed primarily indoors in a busy office setting. The noise level in the work environment is low to moderate.

To Apply:

Please apply directly on our Texas A&M University-Central Texas Job Site (https://www.tamuct.edu/human-resources/employment-opportunities.html) . Please submit a cover letter, a resume, and the contact information of three professional references when applying for this position.

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/Affirmative Action/Veterans/Disability Employer.