Job Title

Administrative Associate for Department of Computational, Engineering, & Mathematical Sciences

Agency

Texas A&M University - San Antonio

Department

Department of Computational, Engineering, and Mathematical Sciences

Proposed Minimum Salary

Commensurate

Job Location

San Antonio, Texas

Job Type

Staff

Job Description

Works under general supervision and provides highly advanced administrative support for the Department of Computational, Engineering, and Mathematical Sciences.

Responsibilities:

50% - Communication and Coordination

• Assists students in scheduling appointments with faculty.

• Assists faculty in reaching out to students.

• Drafts , composes, proofs, obtains signatures, sends, and receives correspondence on behalf of the department chair and faculty, including faculty appointment and reappointment letters.

• Assists the department chair and search committees in new faculty and staff searches.

• Assist in preparing and submitting job postings for faculty, staff, and graduate teaching assistant positions through the university’s recruitment system.

• Collect and organize application materials, ensuring all required documentation is submitted.

• Schedule interviews and coordinate logistics with search committees and candidates.

• Manage correspondence and communication with prospective candidates throughout the hiring process.

• Assist in the preparation of appointment letters, offer letters, and contracts for new hires.

• Liaise with the human resources department to ensure all onboarding paperwork, background checks, and other pre-employment requirements are completed.

• Maintain records related to hiring processes, ensuring compliance with university policies.

• Assist the department chair with routine personnel management.

• Track and process hiring approvals, renewals, and terminations for faculty, staff, and graduate teaching assistants.

• Support program coordinators in submitting paperwork for teaching assistantship assignments, including tracking hours and processing stipend payments.

• Assist in coordinating visa and work authorization paperwork for international faculty and staff.

• Maintain personnel files and handle confidential materials.

• Assists the department chair in conducting online departmental committee elections and faculty surveys on departmental issues.

• Answers and screens office telephones.

• Attends various academic meetings, prepares, and distributes meeting minutes and tracks action items.

• Serves on departmental, college, and university committees as necessary.

• Screens complaints and determines the appropriate action or referral.

• Serves as a liaison between faculty, administrators, and students.

• Handles highly sensitive and confidential materials.

• Alerts the department chairs to outstanding issues and concerns.

  10% - Office & Records Management

• Performs general and complex office duties.

• Assists in office management ensuring appropriate coverage, cleanliness, and effectiveness.

• Keeps track of assets within the department.

• Files and retrieves documents, records, and reports.

• Submits work requests for the office, as needed.

• Coordinates daily office support activities and administrative interactions.

• Maintains department level records.

• Coordinates the maintenance of files, records, office supplies, or equipment.

  10% - Organizing and Planning

• Coordinates meetings, seminars, special events, speakers, and guests as assigned.

• Manages requests for appointments by prioritizing, researching, and responding to or delegating responses as appropriate.

• Tracks, anticipates, and prepares for upcoming deadlines and events that require action by the department.

• Schedules conference rooms and classrooms for departmental business.

• Participates in and helps coordinate selected departmental events.

• Prepares itineraries.

  10% - Projects, Reports and Document Production

• Collects, compiles, and prepares materials for the department.

• Organizes and tracks work towards yearly strategic goals and major projects.

• Works on special projects with both internal and external stakeholders.

• Performs project and event summaries and tracks data.

• Conducts event and engagement surveys and tracks data for accreditation and improvement efforts.

• Verifies, processes, and reviews forms, reports, tables, and other documents.

• Performs project and event summaries and tracks data.

• Assists with faculty projects and departmental and academic program events.

  15% - Financial Functions

• Prepares and reviews travel requests and expense reports for accuracy and ensures compliance with all university financial rules and procedures.

• Assists with travel arrangements and reimbursement for department faculty, staff, and invited guests.

• Orders office supplies, event supplies, IT related equipment, and promotional items.

• Manages the procurement card and reconciliation.

• Review monthly payroll reports and complete other payroll tasks.

  5% - Other duties or projects as assigned

May require work beyond normal office hours and/or work on weekends. This position may supervise student workers.

This is not a remote position. The selected candidate will be required to work on campus.

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 background check.

Education and Experience:

• High school diploma or higher.

• Five years of related experience.

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 with sensitive information and maintain confidentiality.

• Ability to work independently on projects.

Application Instructions:

Please make sure to provide the following documents:

• Cover Letter

• Resume / CV

• References – at least two professional references

For detailed instructions on how to apply for any position on our website, please use the following link:

http://www.tamusa.edu/humanresources/job-opportunities/index.html ​

Summary of Employee Benefits:

https://www.tamusa.edu/human-resources/documents/summary-of-employees-benefits.pdf

Texas A&M University-San Antonio values community engagement and encourages applicants who are committed to advancing the well-being and prosperity of our communities.

Please ensure that all required documents are uploaded prior to submitting the application. Once the application is submitted, no changes or revisions can be made. If you have issues with adding documents to your application, please contact HR at 210-784-2058.

In compliance with ADA, if accommodations are needed for the application process, please contact HR at (210) 784-2058.

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.