Administrative Associate III

Job Title

Administrative Associate III

Agency

Prairie View A&M University

Department

Career Services

Proposed Minimum Salary

Commensurate

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

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The primary responsibility of the Administrative Associate III is to establish a process to ensure Career Services Program logistics are executed in a timely manner. Maintain a fluid and accurate system of recordkeeping, budgets, and processing of departmental documents. Manages the day-to-day monitoring and execution of departmental finances, operations, and affiliations.

The salary is determined in accordance with the University’s compensation structure and will be commensurate with the candidates’ education and experience, within the assigned salary range for this position. 

Responsibilities:

Budget Monitoring, Reporting, Verifying, Recordkeeping

• Oversees budgets and maintain accurate records of accounts payables and receivables.

• Manages student employment, time reporting, and payroll processing.

• Maintains records of grants, balances, and expenditures.

• Submits and tracks grants, contracts, and agreements through signatures and implementation.

• Liaising with management and staff regarding administrative matters.

• Approves expenditure and issuing payments to vendors and suppliers.

• Verifies timesheets and processing payroll.

• Holds Procurement Card maintain and reconcile monthly reports for the department, all transaction in accordance with the Procurement Card Program Policy.  Maintain monthly review of statements of all account reconciliation.

• Order office supplies and maintain inventory, track purchase orders, verify invoices and resolve billing problems and errors with vendors and/or accounting office. Maintained accurate records of all purchased items.

Arranging/Preparing/Scheduling

• Scheduling and managing meetings, conferences, workshops, and special events.

• Making travel arrangements, coordinating conference calls, and handling RSVPs for events.

• Prepares various forms and requests for the department: Leave Forms, Concur, Purchase Orders, IDO’s Travel arrangements Vouchers, Payroll Adjustment, Gift Transmittal, Memo’s, letters as needed.

• Reads, reviews, and scans all incoming correspondences including emails, letters, and job postings for appropriate routing. File and record accordingly.

Coordinating/Maintaining/Processing

• Oversees the maintenance, repair, and replacement of department agreements, memberships, career tools, office equipment and furniture.

• Coordinates the leave and travel activities and manage the records for the department.

• Review bi-weekly time sheet for intern students.

• Maintains confidentiality with sensitive information and correspondence.

• Hires and trains new Office Administrators.

• Design Brochures, posters and flyers for the department-sponsored program and advertise/ distribute campus-wide emails.

• Maintains confidentiality of FERPA data, department processes, and information related to departmental staff.

• Perform other duties as assigned.

Required Education and Experience:

• High School Diploma.

• 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:

• Associate or Bachelor's degree in business administration, or similar field of study.

• Four to five years of experience in an administrative or office role.

• Advanced proficiency in word processing and spreadsheet software.

• Extensive experience in managing payments, budgets, and expenditures.

• Exceptional ability to manage office operations and oversee student workers.

• Advanced ability to plan, schedule, and execute office-related events.

• In-depth knowledge of administrative recordkeeping practices.

• Ability to work with individuals on all levels of the university.

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/Veterans/Disability Employer.