Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M University

Department

Geography

Proposed Minimum Salary

15.85 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all pers p ectives, talents & liv ed experience s . Embracing varying opinions and perspectives strengthens our core values () which are : Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service .

Who We Are

The Department of Geography () has 29 faculty members with strengths in biogeography, climatology, geomorphology, human geography, human-environment relationships, and Geographic Information Science and Technology (GIST), and Environmental Programs in Geosciences. We are based in the College of Arts & Sciences (). The College of Arts and Sciences is the academic heart of Texas A&M University. From anthropology to zoology, and women’s and gender studies to applied mathematical sciences, our disciplines are woven throughout the tapestry of modern society. With 130 programs of study, our students find their passions, achieve academic success and secure the careers of their dreams. Our faculty contribute to the greater good by making discoveries and developing outreach services of local, national and global significance. Our partners find rich collaborations and support that empower individuals and organizations to make an impact. Texas A&M University, a land-, sea-, and space-grant university, is in a metropolitan area with a dynamic and international community of over 255,000 people.

What We Want

The Administrative Associate III will serve as the first point of contact for visitors and callers, providing general information and referrals for the Geography Department. Responsibilities for this position will include managing incoming phone calls, screening calls, and greeting visitors in a professional and welcoming manner at the main office, during business hours between 8 AM to 5 PM. The selected candidate will work under general supervision and provides complex administrative support work for the department. If the description sounds exciting to you, we invite you to apply to be considered for this opportunity to join our team.

What You Need to Know

Salary : starting at $15.85 per hour

Required Education and Experience :

High school graduation or any equivalent combination of education and experience

Three years of experience in general office or clerical work

Required Special Knowledge, Skills, and Abilities :

Knowledge of word processing, spreadsheet, and database applications

Ability to effectively communicate both orally and in writing

Ability to work with sensitive information and maintain confidentiality

Strong office organizational skills

Ability to cultivate and maintain professional working relationships

Working knowledge of office software and instructional programs

Ability to interact with clients and staff positively and professionally

Ability to move light or medium objects with assistance

Ability to lift, carry, load, or unload instructional materials of moderate weight

Preferred Qualifications :

Associate’s degree

Ability to use Microsoft Office suite or Office 365

Ability to use Google office suite, including creating Google forms, spreadsheets, and polls

Experience ordering catering for meetings and events

Experience using a multi-function device and reporting monthly copy account

Essential Duties / Tasks :

Office Support : Serves as office receptionist. Provides general information, referrals, and customer service to visitors and callers. Answers phones, screens calls, and greet visitors in a professional manner at main office. Collaborates with the Supervisor and administrative team to ensure seamless office coverage during working hours. Assists Senior Administrator Coordinator with resolving office-related issues and provide support in problem-solving daily activities. Ensures the security and management of master keys, maintain key checkout logs, and assign keys for graduate student offices. Submits facility maintenance requests to ensure the upkeep of office spaces and equipment. Orders office supplies and maintains an organized supply room to support office operations. Handles fax distribution, ensuring timely and accurate transmission of documents. Updates and maintains departmental hallway displays. Handles all departmental photocopy / print requests. Issues temporary parking passes for visitors, ensuring proper documentation and access. Handles mail for the department, ensuring deliveries are directed to the appropriate recipients and that mailboxes are regularly updated. Provides guidance on mail-related procedures. Assists with annual departmental inventory certification process, ensuring accurate records and compliance.

Calendars and Rooms : Coordinates and manages department calendars, ensuring accurate scheduling of meetings, events, and activities. Reserves and maintains reservations for conference rooms and common spaces, ensuring proper room setup and equipment needs are met. Updates department calendars regularly, to reflect any changes or additions. Prepares and distributes department classroom schedules at the start of each semester to ensure proper space allocation.

Administrative Support : Supports the Senior Administrative Coordinator with various administrative tasks. Schedules appointments and coordinates meetings for faculty, staff, and students, arranging necessary logistics and materials. Compiles data and prepares reports for departmental use, ensuring accuracy and timeliness. Composes and edits departmental correspondence, maintaining professionalism and clarity. Updates and maintains departmental contact databases, including addresses, phone numbers, and email addresses for faculty, staff, and graduate students.

Special Events : Plans and coordinates logistics for meetings, conferences, seminars, and other special events hosted by the department. Schedules meeting rooms, orders catering, and coordinates event materials and technical needs. Serves as the primary point of contact and hosts events, ensuring smooth operations and meeting the needs of all attendees. Designs and distributes promotional materials such as event flyers to advertise department events and activities.

Instructional Support : May coordinate activities and assign work to student workers. May also participate in hiring, training, and supervising student workers and other support staff.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Lib r ar y and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of- liv ing and no long commutes.

Medical, () prescription drug, dental, () vision, life and AD&D, () flexible spending accounts , 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

Educational release time and tuition assistance ()   for completing a degree while a Texas A&M employee

Liv ing Well, () a program at Texas A&M that has been built by employees, for employees

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and / or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity / Affirmative Action / Veterans / Disability Employer.

Salary : $16