Administrative Associate IV - Facilities
Administrative Associate IV - Facilities
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Job Title
Administrative Associate IV - FacilitiesAgency
East Texas A&M UniversityDepartment
Facilities & ConstructionProposed Minimum Salary
CommensurateJob Location
Commerce TexasJob Type
StaffJob Description
INSTRUCTIONS TO APPLICANT:
During the application process the My Experience page has a section provided Attachments (Resume/CV References Cover letter etc.) to upload required documents.
- Use the Upload button to add each document.
- You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
- All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
- Incomplete or improperly submitted applications may be excluded from consideration.
Please provide the following documents:
- Cover Letter
- Resume/CV
- Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
- Transcripts (Unofficial will be accepted with application. Official transcripts are required at time of verbal offer).
If transcripts are from an international institution it is the responsibility of the applicant to have the transcripts translated and evaluated by an approved credential evaluator.
Please do not withdraw your application in an attempt to upload a missing document. If you need assistance with this or any other matter please contact us at .
SUMMARY:
The Administrative Associate IV under general supervision of director coordinates plans implements analyzes monitors and evaluates administrative operations. Participates in the planning and execution of university capital projects. Provides office management for the department.
ETAMU is a fast-growing public university with a strong reputation for academic excellence research innovation and student success. With over 140 degree programs a 20:1 student-to-faculty ratio and nationally ranked online and graduate programs ETAMU is committed to transforming lives through quality education. Our employees benefit from a collaborative community cutting-edge research opportunities and outstanding resources.
DUTIES & RESPONSIBILITIES:
- Serve as office manager and provides administrative coordination for Director of Facilities and direct reports.
- Coordinate and process initial project baseline in online system to initiate purchase order for contracted baseline. Assist accounts payable with matching invoices and reconciliation as needed for the department.
- Responsible for meeting minutes and distribution to all stakeholders and attendees.
- Tracks and monitors contractor and billing status to ensure payments are on time and correct. Investigates questions and handles inquiries from vendors stakeholders and campus partners.
- Maintain up to date and accurate files and records. Create coordinate and compile project file with the project management plan project documents organizational process assets enterprise environmental factors and scope baseline on each project. Provide updates to documents as directed by Director of Facilities. Conduct final audit of project documents once the project is closed.
- Serve as point of contact for vendors working with campus partners to ensure procurement policies are followed and ensure campus policy and procedures are distributed to vendors and signed as read and received prior to vendor doing any work on campus.
- Schedule meetings coordinate and communicate with vendors and university departments to verify billing and project status remains on track. Build and maintain a positive and productive working relationship with vendors and campus partners.
- Present project status timeline and outcomes in stakeholder meetings.
- Assists director in gathering data analyzing data and incorporating data into necessary reports and communications.
- Assist the Director with project status and operational meetings and processes.
- May represent department with outside agencies contacts other universities etc.
- Evaluate work methods and makes suggestions to improve procedures and job efficiency.
- Coordinate and update departmental website with accurate documentation and information. Collaborate with Marketing and Communications to promote proper branding and content format.
- Make travel arrangements in adherence with University travel guidelines for department.
- Other duties as assigned by director to assist in the project planning and constructions phases.
MINIMUM REQUIREMENTS:
- Education: High School diploma or equivalent combination of education and experience.
- Experience / Knowledge / Skills: Four (4) years combination of direct and indirect experience with transferable skills may be considered. Effective communication and written skills with strong knowledge of Word Excel and Power Point. Detail oriented. Excellent math skills.
- Ability to: Ability to handle multiple tasks simultaneously and work cooperatively with others.
- Licensing/Professional Certifications: None
- Physical Requirements: None
- Other Requirements: None
PREFERRED EDUCATION / SKILLS/ EXPERIENCE:
Degree preferred. Prior administrative/project experience in higher education preferably with financial / accounting experience.
SUPERVISION OF OTHERS:
May supervisor student workers under the direction of the director.
WHY WORK AT EAST TEXAS A&M UNIVERSITY
Competitive Benefits & Work-Life Balance:
- Employee tuition assistance for masters and doctoral programs.
- Comprehensive benefits package including health dental vision life and long-term disability insurance.
- ETAMU contributes to employee health and basic life insurance premiums.
- 12-15 days of annual paid holidays plus up to eight hours of paid sick leave and vacation each month.
- Automatic enrollment in the Teacher Retirement System of Texas (TRS) with optional additional retirement plans (ORP).
- Physical wellness program and wellness release time for eligible employees.
Career Growth & Development:
- Access to cutting-edge research opportunities at a designated R2 Research Institution.
Academic Excellence:
- ETAMU is ranked among the top 30% in five online degree programs and offers national recognized academic programs.
- Over 140 degree programs including nationally ranked online and graduate options.
- First accredited institution to offer a competency-based bachelors degree in criminal justice.
- Distance education offerings in Corsicana Dallas Frisco McKinney Mesquite Bryan and online.
State-of-the-Art Facilities:
- Work in advanced facilities such as the 113470-square-foot Nursing and Health Sciences Building featuring a state-of-the-art simulation hospital and a 1300-acre agricultural research farm.
Vibrant Campus Life:
- Engage with over 95 student organizations and 14 NCAA Division I athletic teams contributing to a thriving campus community.
Prime Location & Growth:
- Enjoy the benefits of working in rapidly growing regions with abundant career opportunities at six locations across Dallas and Northeast Texas.
Visit us on our social media:
All positions are security-sensitive. Applicants are subject to a criminal history investigation and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures including the completion of the criminal history check.
Equal Opportunity/Veterans/Disability Employer.
Required Experience:
IC
Employment Type
Full-Time
