Senior Administrative Associate

Job Title
Senior Administrative Associate

Agency
Texas A&M University - Corpus Christi

Department
Academic Advising

Proposed Minimum Salary
Commensurate

Job Location
Corpus Christi, Texas

Job Type
Staff

Job Description

DAY IN A LIFE:

Under general direction, this position provides a wide range of office business and administrative support to the Center for Academic Advising, Planning & Success (CAAPS), and direct support for the Director of Academic Advising & Coaching.

WAYS TO CONTRIBUTE

Administrative: 35%

• Provides direct support to the Director of Academic Advising and Coaching, such as calendar management/appointment scheduling, travel and purchasing requests, and meeting notetaking.
• Processes Pcard and Travel expense reports in Concur for self and other card holders in the Center for Academic Advising, Planning, and Success (CAAPS); maintains office & program supplies; makes purchases for all CAAPS programs; processes specialty item orders (ex: giveaways, program brochures) and catering; processes work orders.
• Maintains CASA conference room calendar; makes reservations as requested; reserves rooms on campus for meetings as requested.
• Maintains emergency contact information and personnel lists; assists program managers with updating business continuity plans on a quarterly basis.
• Serves as HR Contact/liaison for CAAPS; processes Workday employment actions and onboarding for all student worker hires in CAAPS; facilitates and receives background checks for employees and coordinates the completion of hiring waivers for programs.
• Maintains picture records of inventory for CAAPS and provides updates to business manager; maintains program-specific student employee application records on i:drive.
• Makes recommendations for process improvements, administrative changes, or new initiatives.

Budget :30%

• Processes scholarship payment requests for Island Harbor program; prepares petty cash reimbursements and non-invoice POs in IslanderBuy.
• Provides back-up support to business manager with DBR, DCR, and PCT entries.
• Assists business manager with monitoring student wage accounts, update costing, and make projections for available wage funds throughout the fiscal year.
• Tracks total expenses for purchases and travel; provides updates to business manager.
• Runs Review Time report on each biweekly cycle and prompts managers of any pending timesheet approvals; monitors student employee timesheets for compliance regarding number or hours worked/pay period.
• Serves as Timekeeper and payroll liaison for all CAAPS managers; manually advances timesheets forward as needed if a manager is unavailable.

Supervisory:20%

• Manages front office reception; hires, trains, and supervises student employees on all matters of professionally greeting guests, answering the phone, responding to inquiries, and providing campus directions.
• Serves as the Starfish calendar manager for academic advisors in CAAPS.
• Manages Handshake job posts to recruit front office student employees.

Training & Development: 10%

• Participates in monthly Student Success business/administrative meetings; participates in program-specific CAAPS meetings as requested and applicable to role; cross-trains with academic advising administrative personnel.
• Participates in regular training for on-campus procedures (examples: purchasing, travel, and Workday Wednesdays); participates in professional development opportunities presented by supervisor.
• Makes recommendations to business manager for training & development initiatives in support of business & administrative personnel in organization.

Other: 5%

• Works outside of regular business hours or on weekends as needed for project deadlines or campus-wide initiatives, such as Commencement.

QUALIFICATIONS

• High School Diploma or higher
• Four years related experience
• Additional education can be used as a substitution for minimum experience.
• Intermediate experience with Microsoft (Excel, Word, Outlook).
• Available to work outside of regular business hours or on weekends as needed for project deadlines or campus-wide initiatives.
• Ability to work well independently on projects; ability to manage own time as well as others.
• Ability to work collaboratively and professionally with diverse colleagues and students.
• Excellent verbal and written communication skills.

PREFERRED QUALIFICATIONS:

• Bachelor's degree or higher.
• Experience with Concur, Workday, Handshake, Ad Astra, Canopy, and Banner.
• Experience with WebEx, MS Teams, OneDrive, and DocuSign.
• Experience working with, mentoring, or supervising students.

SALARY:

• $19.13/Hourly

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.


To apply, visit https://tamus.wd1.myworkdayjobs.com/en-US/TAMUCC_External/job/Corpus-Christi-TX/Senior-Administrative-Associate_R-059463-1



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