Administrative Associate IV

Texas A&M University System • Kingsville, TX

1d

About The Position

The Administrative Associate IV works under general supervision and provides advanced administrative support work to the College of Engineering. Essential Duties and Responsibilities: Office Operations & Liaison: Enhances office efficiency by fostering positive staff and public relations; serves as primary liaison among faculty, staff, students, campus offices, and the public. Provides advanced administrative support, resolves administrative issues, and manages calendars, schedules, and appointments for associate deans and faculty. Records & Data Management: Establishes and maintains complex record-keeping systems; reviews, edits, and updates documents, forms, and data for accuracy and compliance. Creates and manages spreadsheets, databases, and reports; performs special analyses and project summaries. Policy & Procedure Administration: Develops, interprets, and communicates office policies and procedures; ensures compliance with institutional regulations. Provides technical information regarding administrative processes, services, and programs. Fiscal & Budget Oversight: Maintains fiscal, administrative, and academic records; verifies and processes forms and reports. Monitors departmental budgets, tracks expenses, reconciles accounts monthly, and prepares financial updates using TAMUK accounting systems (Canopy/FAMIS). Event & Travel Coordination: Assists with planning and logistics for meetings, conferences, seminars, and special events, including facilities, equipment, and catering. Coordinates travel arrangements and student travel requests, including funding and documentation. Supervision & Staff Support: Assists in supervising, training, and assigning work to student workers and support staff; manages confidential matters and participates in hiring and onboarding processes. Human Resources & Payroll: Serves as the primary contact for HR and Payroll processes, ensuring accurate communication and documentation. General Office Support: Provides front-office services including greeting visitors, answering calls, routing mail, and handling inquiries. Maintains office supplies, equipment, and reference materials (including online resources). Conducts annual inventory as directed by the University Property Manager. The above 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 equivalent combination of education and experience
• 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 organizational skills
• Ability to work with sensitive information and maintain confidentiality

Responsibilities

• Enhances office efficiency by fostering positive staff and public relations
• Serves as primary liaison among faculty, staff, students, campus offices, and the public
• Provides advanced administrative support, resolves administrative issues, and manages calendars, schedules, and appointments for associate deans and faculty
• Establishes and maintains complex record-keeping systems
• Reviews, edits, and updates documents, forms, and data for accuracy and compliance
• Creates and manages spreadsheets, databases, and reports
• Performs special analyses and project summaries
• Develops, interprets, and communicates office policies and procedures
• Ensures compliance with institutional regulations
• Provides technical information regarding administrative processes, services, and programs
• Maintains fiscal, administrative, and academic records
• Verifies and processes forms and reports
• Monitors departmental budgets, tracks expenses, reconciles accounts monthly, and prepares financial updates using TAMUK accounting systems (Canopy/FAMIS)
• Assists with planning and logistics for meetings, conferences, seminars, and special events, including facilities, equipment, and catering
• Coordinates travel arrangements and student travel requests, including funding and documentation
• Assists in supervising, training, and assigning work to student workers and support staff
• Manages confidential matters and participates in hiring and onboarding processes
• Serves as the primary contact for HR and Payroll processes, ensuring accurate communication and documentation
• Provides front-office services including greeting visitors, answering calls, routing mail, and handling inquiries
• Maintains office supplies, equipment, and reference materials (including online resources)
• Conducts annual inventory as directed by the University Property Manager

What This Job Offers

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