Administrative Associate V

Texas A&M University System • College Station, TX

22h • $19 • Onsite

About The Position

The Administrative Associate V is responsible for assisting and providing administrative support to the Parking Services Manager, Assistant Manager, Supervisors, and unit staff. Responsible for purchasing equipment, supplies and materials for the unit and maintaining such inventory to include processing work orders, towing invoices and preventive maintenance for office equipment i.e. copy machine, shredder, coffee and ice machine, refrigeration and freezer.

Requirements

• High School graduation
• Five years of related experience in general office or clerical work.
• Valid driver license. Must be able to obtain State of Texas class "C" vehicle driver license within 30 days of employment.
• Working knowledge of spreadsheet and word processing software programs.
• Interpersonal and communication skills
• Basic planning and organizational skills.
• Ability to multi-task and work cooperatively with others.

Nice To Haves

• Bachelor’s degree.
• Certified Administrative Professional (CAP)

Responsibilities

• Administrative Support- Offers administrative assistance to unit staff and suggests improvements to create efficiencies. Assists in the supervision of daily office support activities and assists all staff within the unit with all administrative matters. Explains payroll, unit, and university rules to staff within unit. Answers and directs all incoming phone calls and customer complaints. Records information into the daily calendar for use within the unit. Serves on departmental committees. Responsible for coordination of supplies and equipment delivery and returns to and from all vendors. Directs the inventory and issuance of keys to staff and orders replacements of keys. Maintains and tracks the radio inventory of unit radios. Directs the inventory of radios, and issuance. Coordinates radio repairs and replacements when needed. Evaluates and determines radio needs for future purchases. Responsible for pictures of staff to provide to Transportation Services Marketing unit for departmental events. These duties require operating a university vehicle.
• Special Event Support- Assists in the planning for special events such as football games, move-in/move-out, graduation, Muster, etc. For special events such as football game days, responsible for receiving and routing information from departments, agencies and foundations to supervisors, the unit manager, officers, and program aides. Arranges for tally counters for 12th Man reserved lots during football season. Coordinates with management on the purchase of supplies for upcoming events and makes recommendations for process improvements. Provides traffic vests and maps for officers. Provides assignment information to contracted parking attendants in absence of supervisors and management. Issues radios, traffic batons, traffic vests and Hi-Viz gloves to program aides and contracted parking attendants. Organizes, purchases, and assists with setup of food for staff. Drives a university or other motor vehicle to transport meals and distribute clothing for officers.
• Uniform Management- Sizes, issues, and orders clothing for Parking Services Unit. Updates and maintains Parking Services Officer inventory data in computer database. Coordinates cleaning of uniforms with cleaning service on contract. Stocks and issues various items such as batteries, flashlights, traffic vests, film, uniforms, etc. Negotiates pricing with vendors for uniform items to save budgetary funds. Reconciles invoices of items ordered and forwards to appropriate office for payment. Researches product availability and costs to ensure efficient and effective use of departmental funds.
• Reporting- Compiles the following reports by gathering information from downloads, dispatch logs, etc. - Productivity (citation counts), stationary hours, budget, parking area surveys, athletics, vehicle information, officer information (training, workshops, title changes, phone numbers, organizational chart), move in/move out and campus events. Reconciles unit pro-card expenses in university travel and expense system monthly.
• Interview Support- Assists with interviews for positions by establishing interview schedules, initiating calls to applicants, coordinating parking, preparing interview packets, and greeting applicants. Prepares interdepartmental PARs for new hires.
• Vehicle Coordination- Reviews reported issues with T3’s, scooters and unit vehicles that need attention immediately. Prioritizes and arranges for replacement vehicles until T3’s, scooters and unit vehicles issues have been addressed. Follows up until in working order.
• Coordination- Coordinates with the supervisors for approval of officers attending training and registers officers for training workshops through TAMU Human Resources, CTPA and IMPI. Maintains a list of classes that officers have attended and projects future training.
• Administration- Maintains information on all parking officers in the PSO database. Produces a variety of reports for the manager and supervisors to assist in the management of the unit. Establishes and maintains all office files. Responsible for maintaining records according to the records retention schedule.

Benefits

• Health, dental, vision, life and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatically enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Employee Tuition Assistance and Educational Release time for completing a degree while a Texas A&M employee

What This Job Offers

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