Administrative Associate IV

Texas A&M University System•Prairie View, TX

3d•Onsite

About The Position

The part-time Administrative Associate provides administrative, organizational, communication, scheduling, documentation, and follow-up support to the Executive Director of Data Hub and Analytics. This position supports the daily operating rhythm of the Executive Director by coordinating meetings, maintaining calendars, organizing documents, tracking action items, preparing draft communications, and supporting administrative processes related to Data Hub initiatives. The role is on-site and part-time (20 hrs/week), requiring strong attention to detail, independent follow-through, clear written communication, and the ability to manage assigned tasks with limited supervision. The position supports data-related initiatives through administrative coordination, documentation, formatting, and tracking; it does not independently conduct institutional research, validate data, certify reports, develop dashboards, or make data interpretation decisions. The work location for this position is at Northwest Houston Center located at 9449 Grant Road, Houston, TX 77070.

Requirements

High school diploma
Four years of related experience.
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.

Responsibilities

Manage and maintain the Executive Director's calendar, appointments, meeting schedules, and follow-up items.
Coordinate internal and external meetings, including scheduling, calendar invitations, agendas, meeting materials, notes, and action item follow-up.
Draft, proofread, and format correspondence, meeting summaries, reports, presentations, and other professional documents at the direction of the Executive Director.
Assist with administrative processes such as training registrations, travel-related documentation, expense documentation, purchasing requests, and other operational needs as assigned.
Help prioritize and organize incoming requests, reminders, deadlines, and follow-up items for the Executive Director.
Maintain organized electronic files, shared folders, meeting materials, project documents, templates, and operational resources for the Executive Director and Data Hub initiatives.
Assist with tracking deadlines, deliverables, project updates, task status, and follow-up items connected to Data Hub workstreams.
Support the organization and maintenance of documentation related to data governance, data requests, reporting processes, dashboard discussions, strategic initiatives, and executive briefings.
Assist with formatting, compiling, and organizing materials for reports, presentations, dashboards, accreditation-related documentation, committee meetings, and executive updates under the direction of the Executive Director.
Maintain version control practices for working documents, meeting notes, decision logs, and action item trackers.
Serve as an administrative point of coordination between the Executive Director and internal or external stakeholders, including campus departments, institutional research, information technology, student success, vendors, and consultants.
Prepare draft reminders, meeting follow-ups, status updates, and summaries to support consistent communication with stakeholders.
Monitor assigned follow-up items and assist with ensuring deadlines, responses, and deliverables are not missed.
Assist with planning and logistics for workshops, training sessions, data governance meetings, stakeholder meetings, and other Data Hub-related events.
Support professional communication across multiple channels, including email, Microsoft Teams, shared documents, and virtual meetings.
Performs other duties as assigned.