Job Information
Texas A&M University Administrative Associate IV in Corpus Christi, Texas
Job Title
Administrative Associate IV
Agency
Texas A&M University - Corpus Christi
Department
College of Engineering – Dean
Proposed Minimum Salary
Commensurate
Job Location
Corpus Christi, Texas
Job Type
Staff
Job Description
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 (https://www.youtube.com/watch?v=EwQR4HbGJu0) !
PURPOSE
This position is responsible for providing advanced administrative academic, business, and research support in the Dean’s office in coordination with all the departments in the college.
RESPONSIBILITIES
Graduate Teaching Assistant & Research Assistant Appointments: 40%
Coordinate and centralize graduate assistantship appointments. Send correspondence for appointment information.
Review TA applicants to determine admittance and eligibility.
Prepare Graduate Assistantship appointment letters and in-state tuition waivers for students.
Correspond with students regarding routing for administrative paperwork and submit finalized documentation to appropriate departments.
Coordinate and attend TA Assignment Committee meetings.
Verify TA workload hours and track graduate student program requirement compliance (i.e. GPA, hours registered, attendance at mandatory trainings).
Serve as the point of contact between the College of Engineering & Computer Science and the Office of Graduate Excellence for all assistantships.
Administrative Support & Event Planning: 30%
Coordinate daily office support activities and administrative interactions. Coordinate and implement departmental processes for various administrative matters. Provide organizational planning and problem-solving skills when issues arise.
Responsible for circulation of incoming and outgoing academic paperwork. Ensure compliance on forms is completed and route forms to appropriate University Departments. Scan relevant documents for record retention and routing log. Lead administrative needs for the College email distribution list.
Crosstrain to learn duties and/or assists in other College staff offices/positions to ensure smooth daily operation at the College in peak periods to provide services at an optimal time.
Serve as secondary support and backup for Promotion & Tenure, Human Resources and Dean support for the College when needed.
Provide excellent customer service to current and prospective students regarding student affairs.
Order office supplies for College of Engineering & Computer Science - Dean’s office.
Request and coordinate reservations of conference rooms as requested.
Assist in the planning of special events (i.e. College visitors, Symposiums, recognitions, Hooding and Cording, etc.) including facilities, equipment, and food. Assist on site the day of the event to ensure standards of space and catering are upheld.
Order promotional items such as awards, pins, cords, invitations, marketing items, etc. as needed.
Associate Deans & Faculty Support: 20%
Assist Associate Deans in the collection and distribution of documents for College of Engineering & Computer Science and other units on campus (e.g. syllabi, faculty credentialing, requests for graduate faculty status, missing grades, change of grades, grade appeal etc…).
Provide administrative support, maintain schedule and travel booking and itineraries for the Associate Deans for Research and Academics. Coordinates meetings, seminars and special projects, and reconciles Purchasing Card (PCard) and CBT card expense reports for the Associate Dean.
Create new faculty & staff digital personnel files. Coordinates the maintenance of personnel and office files record retention, oversee that certain department records are scanned and stored electronically, and old records are properly disposed of.
Handle various complex, sensitive, and highly confidential issues with faculty, staff, and students.
Keep abreast of all new program developments pertaining to scheduling, credentialing, and faculty hires.
Faculty & Adjunct Notice Of Appointment Letters and Appointments: 10%
Assist in the preparation of spreadsheets for faculty and adjuncts by collecting necessary information in the issuance of their appointment letters every academic year and/or semester, as needed.
Work with College of Engineering & Computer Science business office to ensure salaries and payments in appointment letters are correct.
Organize, submit, and record credentialing and graduate faculty status paperwork, working directly with college program coordinators and College of Graduate Studies leadership.
Performs other duties as assigned.
QUALIFICATIONS
High School Diploma or GED
Four (4) years of administrative related experience.
Additional education may be considered as a substitution for the minimum requirements.
Associates degree and two (2) years of administrative related experience, OR
Bachelor’s degree
Intermediate skills with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), and the internet.
Ability to multi-task in a fast paced and multifaceted environment.
Detail-oriented with a high degree of accuracy maintaining records and have excellent organizational skills.
Strong written and verbal communication skills to be able to communicate courteously and effectively with students, faculty, staff, and public.
PREFERRED QUALIFICATIONS
Associate degree in Business or Related Field.
Previous University experience in a Academic department/college.
Experience/Knowledge of BANNER, Canopy, FAMIS, Argos, CONCUR, Laserfishe.
Demonstrates interpersonal competence and understanding of the varied academic, socio-economic and other various factors that contribute to student achievement.
Demonstrates knowledge of educational programs for various student populations.
Ability to communicate effectively, both orally and in writing.
Ability to maintain good working relations with students, faculty, staff and members of the community.
Demonstrates organizational skills and leadership ability.
Proficiency in computer applications, including Microsoft Outlook and MS Office products (Word, PowerPoint, Excel).
Ability to work independently and multi-task, with attention to detail and with a high level of accuracy.
Ability to demonstrate respect, competence, responsiveness, and collaboration when interacting with students, employees, visitors, and community members.
SALARY: $17.50 - $19.00/HOURLY ($36,400.00 - $39,520.00 Annually, Approximately)
BENEFITS (rules, policies, eligibility apply)
From our generous benefits package (https://www.tamucc.edu/human-resources/benefits/index.php) and professional development opportunities, to our retirement programs and our commitment to service excellence, the Island University is an engaging and rewarding place to work.
INSURANCE: (https://assets.system.tamus.edu/files/benefits/website/BenefitsGuide.pdf)
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
DUAL CAREER PARTNER PROGRAM (https://www.tamucc.edu/human-resources/careers/dual-career-partner/index.php)
ON-CAMPUS WELLNESS OPPORTUNITIES
Work Life Solutions: (https://www.tamucc.edu/human-resources/benefits/eap.php)
Counseling, Work Life Assistance, Financial Resources, and Legal Resources
Tuition Benefits: (https://www.tamucc.edu/human-resources/benefits/tuition/index.php)
Public Loan Forgiveness
Book scholarships
100% tuition coverage for up to 18 credit hours per fiscal year (other rules may apply).
Retirement (https://www.tamucc.edu/human-resources/benefits/retirement-programs.php) :
Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)
Voluntary Tax Deferred Account/Deferred Compensation Plan
Time Off (https://www.tamucc.edu/human-resources/time-off/index.php) :
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.
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.