Administrative Associate IV

West Texas A&M University•Canyon, TX

2d•$16

About The Position

The A&M System strives to maintain a competitive, high-quality benefit package to support the health and wellness needs of our workforce. This includes comprehensive health and welfare insurance plans, additional health and lifestyle programs, and optional retirement savings opportunities. Eligible employees will have access to paid leave programs in addition to 13-15 paid holidays each year. For more information regarding the benefit package go to: West Texas A&M University: Human Resources Benefits NOTICE - All posted positions are subject to budget approval. General Summary: We are looking for an enthusiastic, motivated individual to work in an interdisciplinary academic science department comprised of 10 full-time faculty. Excellent communication, interpersonal and organizational skills are essential, along with the ability to work effectively under pressure. The selected individual must be self-motivated and able to work independently on assigned projects. Interaction with multiple offices across campus, as well as outside organizations and businesses, is required. Accuracy and attention to detail are very important for this position.

Requirements

High School Diploma or GED
Four (4) years of experience as administrative assistant, accounts payable or related experience.
Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
Excellent interpersonal, written, and verbal communication skills to be able to communicate effectively in a positive, courteous, & professional manner.
Ability to multitask and work cooperatively with others.
Strong interpersonal and organizational skills.
Ability to work with sensitive information and maintain confidentiality.

Nice To Haves

Associates or Bachelors Business Administration or college coursework in Business, Accounting, or related study and/or specialized/technical training.
Six (6) years of related experience.
Clerical experience in a University or State department.
Experience in purchasing, contracts, and billing.
Positive and helpful attitude.
Good planning and organizational skills.

Responsibilities

Work with department head and faculty to distribute funds based on designated allocations.
Monitor budget status reports monthly and address account shortages and reconciliations
Type requisitions, pay invoices, W-9 forms for vendors, deposit funds in selected
Accurately prepare hire paperwork for new employees, PTls, and GA Ts
Procurement card entry of departmental accounts.
Process all Degree Information Forms for Chemistry & Physics
Serve as liaison to the Dean's Office for NSB Building repair and maintenance Issues; classroom scheduling/event scheduling; additional issues which requires Dean's Office awareness and involvement for resolution
Timesheet manager for student employees
Manage departmental inventory and identify purchases that need to be made such as paper, office supplies, and teaching supplies
Professionally answers phone inquiries and in person questions from current students, prospective students, or departmental guests
Track document delivery and forwarding to other departments including the pickup and delivery of campus mail
Mail and prepare recruiting documents for students.
Maintains 100% compliance with timely completion of required System, University and job-specific online training courses.
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 as assigned.