Administrative Associate V

A&M System Member : Texas A&M Vet Med Diagnostic Lab
Department : Administration
Job Category : Other or Not Specified
Job Type : Staff
Location : College Station/Bryan
Proposed Minimum Salary : $17.53 hourly
Job Requisition Number : R-043199
Security Sensitive? : Yes


Job Title

Administrative Associate V

Agency

Texas A&M Veterinary Medical Diagnostic Laboratory

Department

Administration

Proposed Minimum Salary

$17.53 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Administrative Duties for the Director’s Office Suite:

  • Answer telephones and greet visiting guests.
  • Maintain calendar appointments; schedule meetings and telephone calls; prioritize appointments as necessary.
  • Make travel arrangements using judgment on appropriate arrangements; coordinate and prepare travel itineraries and collect proper documentation for expense reporting. Work with finance to ensure timely reimbursements.
  • Arrange meetings, appointments, conferences, and travel for the CFO to include facility, equipment, and food arrangements. Coordinate calendar and scheduling.
  • Assist with the execution of TVMDL events.
  • Order business meals and purchase event materials as requested.
  • Set meeting agendas, record minutes when needed then publish minutes in a timely manner.
  • Prepare and edit correspondence, proposals, and agendas, including proofreading and editing, ensuring completeness and accuracy of documents.
  • Responsible for the management of the agency's conference rooms/huddle spaces for internal use.
  • Responsible for the creation, maintenance and retention of office files and records for the Director's Office at TVMDL.
  • Handle with strict confidentiality all mail, files, correspondence, reports, legal documents and information regarding sensitive personnel and organizational issues.
  • Work cooperatively within the agency to improve customer service and promote team spirit; foster teamwork among co-workers and colleagues; keep staff informed of progress on issues.
  • Scan documents into Laserfiche
  • Manage recruitment and personnel files in Laserfiche in accordance with record retention requirements.
  • Assist with orientation; i.e., creating packets, set appointments for portraits, request staff ID and parking pass.
  • Manage suspense calendar for employee evaluations and salary step program along with other required hiring documentation.
  • Maintain and inventory office supplies and equipment. Enter orders and requisitions into Aggie Buy for Director’s Office suite.
  • Perform data management activities in LIMS under the direction of the CFO, when needed.
  • Assist with annual key inventory.
  • Aid with annual office assignment inventory.
  • Support annual facility space inventory.
  • Scan field service reports for BIM360 OPS.
  • Inventory printed handouts ensuring they up to date and maintain a moderate supply.
  • Organize the promotion closet including inventory of the items provided at exhibitions.
  • Pack/unpack items shipped or sent to conferences.
  • Actively participate in and fully support cross training of assigned personnel in essential skills to assure continuity of operation. Participate as a productive team member in support of TVMDL objectives.
  • Perform other job-related duties as required.

Required:

Education and Experience:

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

Knowledge, Skills and Abilities:

  • Knowledge of word processing, spreadsheet, and database applications.
  • Ability to multitask and work cooperatively with others. Excellent written communication, analytical, interpersonal, and organizational skills. Ability to work in a high stress environment. Ability to work with sensitive information and maintain confidentiality. Ability to work independently once given a project. Occastionally work beyond normal office hours.

Preferred:

Knowledge, Skills and Abilities:

  • Superior organizational and communication skills, ability to protect the confidentiality of administrative/budget materials.
  • Ability to expedite reports requested by administration under constraint of a fast-paced environment and changing priorities.
  • Adept at working independently and well under pressure.
  • Capacity to multitask and work cooperatively with others.

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 committed to diversity.