Administrative Associate V- Dean's Office

Agency

Department

Our Commitment   

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.   

Who we are 

Welcome to the Texas A&M School of Veterinary Medicine & Biomedical Sciences (CVM). From the over 550 students in our DVM program, to the 2,355 students in our dynamic Biomedical Science Undergraduate Program, to the 150 outstanding graduate students involved in quality research projects throughout the college, we’re engaged in preparing our students to meet the public and animal health needs of the 21st century and beyond. We’re proud of our college, our facilities and our programs, but it’s the people that make it all work—we’re enormously proud of our faculty, staff, and students.

What we want  

We are seeking an Administrative Associate V who will be responsible for providing administrative support to the Dean's Office at the School of Vet. Med. as well as serve as an assistant to the Assistant to the Dean to coordinate specialized activities and assist in projects and special events. We envision our ideal individual will have a competency in communication skills, organizational skills, function well in a challenging environment, and be able to work effectively on projects independently. If this job description appeals to you, we encourage you to apply to be considered for this great opportunity.

Job Description Summary

The Administrative Associate V is responsible for highly advanced administrative support for the Dean's Office. This position serves as the primary front-line representative providing exceptional customer service and creating a welcoming, professional environment for students, faculty, staff, and visitors. Working with a high degree of professionalism and organizational skill, this role serves as a key administrative support function and central point of contact for the Dean’s Office.

Qualifications

Required Education and Experience

• High school graduation or any equivalent combination of education and experience. 

• 5 years of experience in general office and clerical work 

Preferred Qualifications

• Bachelor's degree

• Dean’s Office Experience

• 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.

Responsibilities

• Administrative - Serves as a personal assistant to the Assistant to the Dean. Coordinates administrative meetings and interactions with other units. Coordinates and provides administrative support for a specialized activity or project. Assists in the planning of meetings, special events, and coordination of logistical arrangements. Serves as an information resource on administrative operational methods and processes. Performs special analyses and project summaries on behalf of the supervisor that may require conducting research. Applies policies and procedures in the development of office procedures for complex or specialized functions. Assists in the coordination of travel arrangements and preparation of itineraries.

• Office Manager - Manages daily office support activities for the Dean’s Office operations in the capacity of the office manager, including answering phone calls for the main line of the Dean's Office, routing calls to the appropriate college unit, and greeting visitors in the Dean’s office. Manages the coordination of daily work flow, including the maintenance of electronic mail and tracking logs which involves highly sensitive and confidential administrative matters. Maintains the Dean’s Office Student Worker Handbooks.

• Supervisor - Supervises, trains, and evaluates the work of Student Workers. Coordinates the delegation of assigned tasks to student workers as appropriate.

• Records Retention - Coordinates the maintenance of electronic tracking logs and facilitates workflow in Laserfiche as initiated by the new supervisor. Assists with file management in LaserFiche as initiated by the new supervisor.

• Miscellaneous - Performs miscellaneous duties as assigned, which may include advanced desktop publishing, presentation, and data management activities. Assists staff with the use of these advanced desktop applications. Will serve as the custodian of multi-user keys and parking tags. Monitors compliance with University policies and procedures. May maintain materials for availability on the Internet or supervise such activities. Performs other duties as assigned

Administrative

• Coordinates administrative meetings and interactions with other units.

• Provides technical information regarding administrative procedures, services, or programs. 

• Coordinates meetings, the maintenance of files, and records for retention.

• Inventories and reorders office supplies, Dean’s Kitchen Supplies, and maintains office equipment.

• Schedules conference rooms, video conferencing, and other office related events.

• Makes arrangements and provides logistical support for the efficient operation of the office

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered, or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application. 

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.