Administrative Associate III

Agency

Department

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 do not withdraw your application in an attempt to upload a missing document instead please email HR for help.

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 upon acceptance of verbal offer).
  If transcripts are from an international institution it is the responsibility of the prospective faculty member to have the transcripts translated and evaluated by an approved credential evaluator.

If you need assistance please contact us at

SUMMARY:

The Administrative Associate III will provide comprehensive administrative and operational support to the Department of Civil Engineering. This role includes managing day-to-day departmental functions supporting faculty and student needs coordinating events and communications and overseeing the hiring process for undergraduate and graduate student workers. The ideal candidate will be organized detail-oriented and capable of managing multiple priorities in a fast-paced academic environment.

ETAMU is a rapidly expanding public university known for its strong commitment to academic excellence research innovation and student achievement. With more than 140 degree programs a 20:1 student-to-faculty ratio and nationally recognized online and graduate programs ETAMU is dedicated to transforming lives through high-quality education. Our staff enjoys a collaborative community cutting-edge research opportunities and exceptional resources.

DUTIES & RESPONSIBILITIES:

Administrative Support

• Serve as the primary point of contact for the department office.

• Maintain department calendars schedule meetings and support departmental events.

• Draft and distribute internal communications memos and announcements.

• Maintain departmental records files and databases.

• Coordinate travel arrangements and reimbursements for faculty and staff.

Student Hiring and Personnel Management

• Manage the hiring process for undergraduate and graduate student workers including:

• Posting student job opportunities in campus systems.

• Collecting and processing applications and documentation.

• Coordinating on-boarding with HR and payroll.

• Track hours worked and maintain time sheet records in compliance with university policies.

• Serve as liaison between students faculty supervisors and HR on employment matters.

Financial and Budget Support

• Assist with budget tracking and purchasing for departmental operations and labs.

• Process requisitions expense reimbursements and supply orders.

• Monitor use of departmental funds allocated for student workers.

Faculty and Course Support

• Assist with course scheduling classroom assignments and textbook orders.

• Coordinate faculty evaluations and collection of required documentation.

• Maintain up-to-date faculty CVs and departmental accreditation files as needed.

Customer Service & Public Relations

• Greet and assist students visitors and faculty in a professional manner.

• Respond to email and phone inquiries related to the department.

• Help maintain the department website and bulletin boards.

• Support departmental initiatives outreach and event planning.

• Performs other duties as assigned.

MINIMUM REQUIREMENTS:

• High school diploma or equivalent combination of education and experience.

• Three years of related experience.

REQUIRED KNOWLEDGE SKILLS and ABILITIES:

• Knowledge of word processing spreadsheet and database applications.

• Ability to multitask and work cooperatively with others.

• Strong verbal and written communication skills.

• Ability to work with sensitive information and maintain confidentiality.

• Strong interpersonal and organizational skills.

PREFERRED QUALIFICATIONS:

• Minimum of 4 years of administrative or office experience preferably in higher education.

• Experience in hiring scheduling or managing student workers.

• Knowledge of university academic policies and procedures.

• Ability to handle confidential information with discretion.

• Proficiency with Microsoft Office Suite (Word Excel Outlook PowerPoint).

• Familiarity with university administrative systems (e.g. Workday Banner Canopy) is a plus.

• Strong problem-solving skills.

OTHER REQUIREMENTS:

Occasional evening or weekend work for department events may be required.

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.