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Administrative Associate V

4 months ago

Prairie View, United States Prairie View A&M University Full time

Job Title

Administrative Associate V - LCOM

Agency

Prairie View A&M University

Department

Language & Communication

Proposed Minimum Salary

$15.25 hourly

Job Location

Prairie View, Texas

Job Type

Staff

**Job Description**:
Works under general supervision and provides highly advanced administrative support.

**Responsibilities**:
- Provide administrative assistance to the Department Head, students, and faculty.- Set appointments and maintain Department Head’s calendar; provide clerical support and manage daily routine tasks for the Department Head; monitor documents to ensure accuracy and timely submission; maintain binders to track all incoming and outgoing documents, review incoming and outgoing documents and submit for Department Head’s approval. Supervise student workers and maintain office files (personnel, student, and general documents); manage and reconcile travel for the Department Head;- Serve as first-line of contact for student inquiries (majors and non-majors); be available to respond to students’ general questions; provide special guidance to students during critical points in semester, including first week of class, add/drop period, registration, and commencement. Including distribution of tickets and gradation rehearsal. Assist with handing out graduation tickets and information during luncheon. Submit graduation audits for the college; copy, scan, and file graduation audits;- Serve as first-line of contact for faculty’s general questions related to office procedures; assist faculty with travel arrangements, leave travel requests, purchases, and reimbursements.-
- Serve as the department’s Banner and Workday User; routinely interact with Banner; provide the Department Head and Faculty with Banner data for registration; build course schedules each semester based on Registrar guidelines in coordination with the Department Head and the Office of the Dean, includes which includes monitoring workload calculation; enter data into Banner, review, and correct data in Banner after courses have been built; enter overrides in the system after maintaining the Department Head approval; review Requests for Incompletes and submit to the Department Head for approval; monitor mid-term and final missing grades and provide status reports to Department Head and the Dean Office.- Serve as first line of contact to BCAS Budget Specialist in managing departmental budgets, DBRs, and preparation of pay calculations for monthly and bi-weekly payroll. Attend trainings and manage summer contracts process for all departmental faculty and staff. Manage monthly statements of account and expense reports; monitor departmental accounts; Manage payroll adjustments in and outside the department, assign costing allocations. Serve as Submit required documents for processing New Hires, Rehires to HR, Faculty Contracts, including Position Approval, monitoring job applicants ; terminate employees in Workday, Set up new hires (office, computer, phone).- Serve as Time and Effort Coordinator; compile, review, and submit time and effort certifications to the SRS; serve as Records Retention Coordinator and inventory point of contact, maintain and destroy records to ensure compliance with records retention policies and procedures. Responsible for fixed asset inventor management; Submit work orders for building needs.

Required Education and Experience:
- High school diploma- Five years of related experience.

Required Knowledge, Skills and Abilities:- 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.

Job Posting Close Date:
- 04/27/2024

Required Attachments:

- Resume or Curriculum Vitae
- Cover Letter

Application Submission Guidelines:
Background Check Requirements:
Equal Opportunity/Affirmative Action/Veterans/Disability Employer.