Administrative Associate V

Texas A&M University System • Corpus Christi, TX

3d • $37,440 - $41,600

About The Position

TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations. We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs). The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs. As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies. TAMU-CC’s beautiful campus is located on a 240-acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews. Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities. Learn more information here! PURPOSE This position works under the supervision of the Associate Dean and provides advanced administrative support work for the College of Liberal Arts.

Requirements

• High School Diploma or GED
• Five (5) years of administrative support experience
• Additional education may be considered as a substitute for the minimum experience requirement:
• Associate’s degree and three (3) years of administrative support experience
• Bachelor’s degree and one (1) year of administrative support experience
• Intermediate skills in Microsoft Office Suite
• Excellent written and verbal communication skills
• Positive attitude
• Ability to work independently and efficiently with minimal supervision
• Ability to work in a fast-paced environment
• Excellent attention to detail

Nice To Haves

• Experience in Banner, Argos, Ad-Astra, IslanderBuy, Laserfiche, and Workday
• Two (2) years office management experience
• Advanced skills in Publisher and Adobe
• University experience
• Associate’s or Bachelor’s Degree in a related field

Responsibilities

• Point of contact for the Associate Dean’s office in the College of Liberal Arts.
• Schedule appointments and maintain calendar for the Associate Dean.
• Compose and respond to correspondence, answer and direct phone calls, and assist students, staff, and faculty with any questions or issues.
• Set and distribute the timeline for course building to admins and department chairs.
• Run Argos reports each academic term/semester to verify agreed upon course schedules are compliant with university time blocks and procedures.
• Update faculty handbook on both the I:drive and college webpage.
• Support Associate Dean and Graduate Coordinators with meetings and taking minutes
• Review college syllabi for accuracy.
• Maintain college-owned forms and disseminate to college Administrative Associates.
• Receive and process forms submitted for approval to the Associate Dean.
• Confirm that submissions for approval on Directed Individual Studies, Internships, Theses, and other applicable forms have adequate supporting documentation, especially syllabi, with proper information included therein.
• Keep track of and communicate deadlines to the college, such as Research Enhancement Awards, Faculty Excellence Awards, FARs, FTSCA, WEAVE, Catalog, Pre-Grant, Distance Education Development, Wagenschein, etc.
• Facilitate FTSCA & Wagenschein communications among faculty, Associate Deans, business office, departmental administrative associates, and the FTSCA & Wagenschein committee members, including the sending of CFPs, letters of acceptance or rejection.
• Maintain submitted proposals for college-level awards from the “Call for Proposals” to the notification of the awardees.
• Provide communication between award committees and applicants.
• Maintain electronic records to include faculty handbook changes, catalog revisions, student grade appeals, college committee elections, and census-day enrollment reports.
• Create, disseminate, and collect data for all electronic college elections.
• Monitor catalog change timelines and notify academic departments of impending deadlines.
• Receive and properly route proposals for Special Topics courses.
• Work with various departments across campus to maintain graduate faculty status updates/records and graduate scholarships. tracking graduate scholarship committees, updating webpages, maintaining updated handbooks on website.
• Maintain college website. Update information on website as changes take place or changes are requested.
• Assist Associate Dean with student-related issues to include grade appeals by organizing documents for review and processing and setting meetings as needed, including the appointment of members to the College Grade Appeals Committee.
• Provide support to faculty with college-level awards CourseLeaf.
• Hire, train, and supervise one (1) student worker.
• Work closely with Dean’s Administrative Coordinator to support the college’s faculty and staff and order and maintain college promotional material.
• Serve as co-coordinator/leader of Administrative Assistant meetings.
• Attend all University and College meetings.
• Co-host training sessions for department admins.
• Monitor departmental budget and notify department head of any issues.
• Purchase items on behalf of the Associate Dean’s office or other college departments using the correct procurement process.
• Process travel vouchers for the Associate Dean and reconcile personal pcard expenses.
• Manage budgets for FTSCA and Wagenschein awards.
• Purchase items on behalf of Faculty Excellence, FTSCA, and Wagenschein awardees.
• Create Vendor and Contract documents to process payments for honorariums, invoices, and student awards.
• Coordinate events using Wagenschein funds.
• Recruit Island Days faculty volunteers, maintain list for the year, and send thank-you letters.
• Organize and coordinate events and meetings to include new faculty orientations, academic advisor meetings, graduate coordinator meetings, any new committees to which Associate Dean are appointed.
• Take lead role in the college hooding ceremonies, including gathering of graduate names, collecting biographical statements and photos, creating script and slideshow for the ceremony, reserving room and photographer, arranging catering, hiring and paying of musicians, creating program, coordinating with UPD for parking, reminding graduates and graduate coordinators of the event, etc.
• Assist with planning and hosting of the Publications and Creative Excellence Recognition Receptions for CLA.
• Aid in workshop, event, and invited speaker coordination associated with internal and external initiatives on campus.

Benefits

• Medical $0 - $30 per month for Employee Only coverage after university contribution ($920 value). Up to 83% of premium covered by the university: Employee and Spouse Employee and Children Employee and Family coverage
• Dental & Vision
• Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account
• On-campus wellness opportunities
• Work Life Solutions: Counseling, Work Life Assistance, Financial Resources, and Legal Resources
• Tuition Benefits: Public Loan Forgiveness Book scholarships 100% tuition coverage for up to 18 credit hours per fiscal year (other rules may apply).
• Retirement Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)
• Voluntary Tax Deferred Account/Deferred Compensation Plan
• Time Off: 8+ hours of vacation paid time off every month. 8 hours of sick leave time off every month. 8 hours of paid time off for Birthday leave. 12-15 paid holidays each year.

What This Job Offers

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