Administrative Associate IV

Texas A&M University System•Killeen, TX

1d•$16•Onsite

About The Position

Works under general supervision and provides advanced administrative support for Department of Marketing and Management in the College of Business Administration. Coordinates daily operations, meetings, travel, and events. Manages records, processes documents, and tracks data for projects, surveys, and accreditation efforts. Oversees office supplies, equipment, and file maintenance. Applicants must be authorized to work for any US employer. The department is unable to sponsor or take over sponsorship of an employment visa at this time.

Requirements

Knowledge of word processing, spreadsheet, and database applications.
Ability to multitask and work cooperatively with others.
Excellent verbal, 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.
High school diploma or equivalent combination of education and experience.
Four years of related experience.

Nice To Haves

Prior experience working in an institution of higher education
Prior experience working in a fast‑paced and dynamic environment
Prior experience providing higher‑level administrative support
Ability to work independently

Responsibilities

Serves as the receptionist for the Management & Marketing Department in COBA
Prepares correspondence and communications on behalf of department chairs and faculty. Flags critical issues for leadership attention and manages sensitive, confidential materials. Assists with final document production and proofreading.
Screens calls, attends department meetings, records minutes, and tracks follow-ups. Serves on committees, including search committees. Handles complaints by determining appropriate actions or referrals
Acts as a liaison among faculty, administrators, and students. Interact with departmental faculty and staff, other university personnel, students, and the public in providing information and referral, and responding to a variety of needs and requests
Greet all visitors using effective oral communication skills
Researches and analyzes administrative requirements for specific programs or projects. Provides technical information regarding administrative procedures, services, or programs. Gathers, organizes, and prepares departmental materials to support strategic planning and major initiatives. Tracks progress toward annual goals and key projects. Collaborates with internal and external stakeholders on special assignments. Prepares summaries and analyzes data from events and projects. Designs and administers engagement surveys, compiling results to support accreditation and continuous improvement efforts.
Provide skilled administrative support through the performance of advanced and complex tasks, composing routine letters, memoranda, reports, and/or confidential matters for distribution or approval for signature, checking the documents for completeness and accuracy. Performs a range of general and complex office duties to support daily operations. Assists with office management, ensuring adequate coverage, cleanliness, and operational efficiency. Maintains inventory assets within the FH323 suite.
Manages filing systems, retrieving and organizing documents, and records in compliance with State of Texas records retention and destruction guidelines under the supervision of the Records Coordinator. Submits maintenance and service requests as needed to support office functionality.
Coordinates special events, guest speakers, and visitors as assigned. Manages appointment requests by prioritizing, researching, and responding or delegating appropriately. Monitors upcoming deadlines and events, ensuring timely preparation and departmental action. Oversees scheduling of conference rooms and classrooms for college-related activities. Actively participates in and supports selected College of Business Administration (COBA) events.
Prepares and audits travel requests and expense reports to ensure accuracy and compliance with university financial policies. Coordinates travel arrangements and reimbursement processes for faculty and staff. Oversees procurement activities, including ordering office supplies, event materials, IT equipment, and promotional items. Manages the department’s procurement card and ensures timely reconciliation.
Other Duties or Projects as assigned.