Administrative Associate V

Agency

Department

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 

Cover Letter/Resume: A cover letter and resume will assist us in our review of your application materials. These can be uploaded on the application under CV/Resume.  

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

Instructions to Applicants:Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume’ or use a LinkedIn profile to pre-populate the online application.    

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.