Administrative Associate IV or V - Department of Neuroscience

Texas A&M University System • Stephenville, TX

2d • $19 - $22 • Onsite

About The Position

Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Administrative Associate IV or V in the Department of Neuroscience. As part of a vibrant academic community dedicated to excellence in teaching, research, and service, this role offers the opportunity to contribute meaningfully to a university that values innovation, collaboration, and inclusive growth. Join us in advancing knowledge and transforming lives—on campus and beyond. Tarleton State University continues to grow its impact across Texas, with four distinct campuses located in Stephenville, Fort Worth, RELLIS-Bryan and Waco, along with a robust online community that extends our reach even further. At the heart of it all is Stephenville, where Tarleton State offers a dynamic environment for faculty and staff. From a lively live music scene and numerous local festivals to rich traditions rooted in the surrounding community, Stephenville provides a vibrant and welcoming atmosphere. No matter where you're located—on campus or online—you are part of a mission that transforms lives and makes a difference across the state of Texas and beyond. The Administrative Associate plays a key role in providing secretarial and administrative support for the Department of Neuroscience within the College of Science and Mathematics. This position is responsible for coordinating daily office activities and administrative tasks, ensuring smooth workflow and effective communication. The role also involves managing and resolving complex, sensitive, and confidential issues while offering expertise in organizational planning and problem-solving. This is a full-time, in-person position located on Tarleton’s main campus in Stephenville, Texas. Work hours: Mon-Fri; 8 AM-5 PM or as work requirements indicate. Some evenings and weekends may be required pending scheduled activities. Serves as a Campus Security Authority (CSA). The candidate's qualifications and professional experience will determine the position level (IV or V).

Requirements

• Administrative Associate IV High school diploma or equivalent combination of education and experience. Four years of related experience. A Bachelors degree can substitute for four years of related experience.
• Administrative Associate V High school diploma or equivalent combination of education and experience. Five years of related experience. A Bachelors degree can substitute for four years of related experience.
• Knowledge of word processing, spreadsheet, and database applications.
• Effective verbal and written communication skills.
• Strong interpersonal and organizational skills.
• Ability to multitask and work cooperatively with others.
• Ability to work with sensitive information and maintain confidentiality.

Nice To Haves

• Proficient in computer, Microsoft Office, familiar with grant research workflows, effective written verbal and communication skills, and executive and professional writing skills.

Responsibilities

• Procurement and Acquisition: Assists faculty with pre-travel approvals and travel expense reporting. Orders equipment and consumable and non-consumable supplies for faculty research, teaching, and service, as well as department events. Complete faculty expense reports related to laboratory and office supply purchases. Receive equipment from Purchasing and record into a database before delivery to the appropriate faculty member or laboratory. Maintains inventory of all office supplies for the department. Order copy paper and toner as needed. Properly set up and maintain vendor accounts for ordering consumable and non-consumable supplies. Follow all university guidelines related to purchasing. Accurately process orders using correct account numbers. Accurately document expenditures related to specific courses and faculty research. Maintain working knowledge of department accounts. Works with budget specialist to encumber funds for purchases, create new accounts, and otherwise assist in managing accounts. Assists in management of One card which includes the requesting new cards, disputing charges, and remaining up to date on university policies regarding use of One Card.
• Department Head Support: Maintains knowledge about department proceedings to provide insight for departmental decision-making. Responsible for processing paperwork for hiring of adjunct faculty and working closely with Human Resources and the department head to process the hiring of regular faculty. Enters changes to class schedule and coordinates with Department Head, departmental scheduler, and Registrar. Assists with processing overrides as approved by the Department Head. Acts as liaison between the department, Human Resources, Provost, Registrar, Payroll and other campus offices. Remains up to date with training in all necessary systems and seeks professional development opportunities to grow in the administrative assistant role.
• Recruitment and Media: Assist with recruitment for Department of Neuroscience programs. Duties include designating/overseeing tasks performed by student workers, designing flyers, assisting with recruitment campaigns, and updating the website and managing social media. Orders supplies and/or food and sets up booths for recruitment events and open house events.
• Reception and Office Support: Performs reception duties which include, but are not limited to, giving directions, answering questions, and assisting visitors with a wide variety of inquiries. Picks up, sorts, and distributes departmental mail daily. Maintains departmental records in accordance with federal, state, System, and university compliance and retention. This includes filing paperwork for major students as well as all personnel paperwork, payroll forms, incoming memos and correspondence, and other miscellaneous departmental paperwork.
• Faculty and Staff Support: Assists the faculty with submission of maintenance and technology requests, student hires, scheduling departmental meetings. Occasionally accesses and prints unofficial transcripts and degree plan audits for advisors.
• Student Worker/GA Support: Initiates and submits all paperwork requesting and appointing undergraduate and graduate student workers. This includes compiling all necessary documentation, completing appropriate personnel forms, and maintaining personnel files. Responsible for assisting student employees with Workday onboarding and submitting timely bi-weekly submissions for Payroll processing. If a graduate program is developed, will file and submit graduate student forms such as applications for candidacy, committee appointments, and comprehensive exam reports. Responds to basic inquiries about our programs or facilities.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED