Administrative Associate IV

Texas A&M•Laredo, TX

2d•Onsite

About The Position

The Administrative Associate IV works under general supervision and provides advanced administrative support work. This role involves providing advanced administrative support, potentially serving as a personal assistant, and maintaining office schedules and appointments. The position requires researching and analyzing administrative requirements for specific programs or projects, providing technical information regarding administrative procedures, services, or programs, and assisting in the development of office procedures, including complex or specialized functions. The role also involves explaining, applying, interpreting, and communicating policies and procedures, and potentially monitoring compliance. Key duties include maintaining a variety of fiscal, administrative, and academic records, verifying, processing, and reviewing forms, reports, tables, and other documents, and performing special analyses and project summaries. Additionally, the Administrative Associate IV will assist in the planning of special events, make arrangements for meetings, appointments, conferences, and travel, and may set up meetings, seminars, and other special events including facilities, equipment, and food. Coordination of the maintenance of files, records, office supplies, or equipment, and maintaining office reference materials are also part of the responsibilities. The role may involve delivering, picking up, or receiving cash payments, documents, supplies, or materials, and assisting management in the supervision of student workers and support staff, including processing complex confidential matters. 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.

Requirements

High school diploma or GED.
Four years of related experience.
Bilingual – English-Spanish
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

Provides advanced administrative support and may serve as a personal assistant.
May maintain office schedules and appointments.
Researches and analyzes administrative requirements for specific programs or projects.
Provides technical information regarding administrative procedures, services, or programs.
Assists in the development of office procedures, including complex or specialized functions.
Explains, applies, interprets, and communicates policies and procedures.
May monitor compliance with policies and procedures.
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 planning of special events.
Makes arrangements for meetings, appointments, conferences, and travel.
May set up meetings, seminars, and other special events to include facilities, equipment, and food.
Coordinates the maintenance of files, records, office supplies, or equipment.
Maintains office reference materials including online office materials.
May deliver, pick up, or receive cash payments, documents, supplies, or materials.
May assist management in the supervision of student workers and support staff including processing complex confidential matters.
Maintaining a daily record of advising appointments.
Maintaining a list of contact information from the colleges and academic success coaches.
Managing Outlook Bookings.
Managing traffic flow.
Maintain records and running reports.