Administrative Specialist

at Texas A&M University - Texarkana in Texarkana, Texas, United States

Job Description

Job Title

Agency

Texas A&M University – Texarkana

Department

Student Affairs

Proposed Minimum Salary

Job Location

Job Type

Job Description

The Administrative Specialist works under general supervision, provides and coordinates administrative support to the Office of Student Life. Provides resource assistance to students, student organization representatives, and other departmental contacts.

Salary Information: The expected salary for this position is $36,164.16 annually.

ESSENTIAL DUTIES & RESPONSIBILITIES:

+ Receive incoming calls, students, and guests; takes and distributes messages, and makes appointments.

+ Participates in the planning and execution of administrative operations and may serve as the office manager.

+ Uses FAMIS/Canopy to maintain and reconcile office accounts as well as all related student activities (including club accounts) monthly and keeps the supervisor(s) advised of balances.

+ Maintains current inventory of office supplies, prepares requisitions for replacement of supplies and equipment; performs year-end inventory on office supplies and equipment.

+ Coordinates the maintenance of files, records, office supplies, or equipment. Makes recommendations for process improvements, administrative changes, and new initiatives.

+ Works with Student Engagement & Activities, Campus Recreation, Student Counseling Services, and Residence Life in development of student activities and programs.

+ Manages creation and distribution of Student ID cards including making ID cards, keeping necessary materials in stock, and keeping up with routine ID machine maintenance.

+ Prepares routine correspondence, mass mailings, handouts/copies, and outgoing mail; receives and processes incoming mail.

+ Monitors campus bulletin boards, removes outdated postings and notifies clubs regarding maintenance.

+ Must be able to work irregular hours in conjunction with scheduled activities/programs and to accommodate the needs of day and night students.

+ Prepare, process, and route contracts as needed for the department in preparation for performers, vendors, and other campus guests. Prepare and route other DocuSign documents as necessary.

+ Makes travel arrangements, prepares travel applications and travel vouchers for supervisors and club trips.

+ Maintain and manage all aspects of food inventory procurement, controls, and distribution for the Eagle Food Pantry.

+ Manages and implements Eagle Project and Eagle Period Products

+ Supervises the work, scheduling, and selection of Student Life Student Workers (including Food Pantry Student Worker).

+ Issue and maintain records for student mailbox keys for all students living in campus housing. Makes necessary charges in Banner for keys that are not properly returned, lost, etc.

+ Receives packages and parcels for all students living in campus housing and coordinates/oversees delivery of items to students.

+ Assists with special reports, projects, events, and activities.

+ This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

KNOWLEDGE, SKILLS & ABILITIES:

Minimum Qualifications

+ Bachelor’s degree or equivalent combination of education and experience.

+ Knowledge of word processing, spreadsheet, database, and presentation applications.

+ Ability to multitask and work cooperatively with others.

+ Interpersonal and communication skills.

+ Planning and organization skills.

Preferred Qualifications

+ Three (3) years administrative/secretarial experience

+ Three (3) years computer experience

+ Familiarity with general office equipment

+ Experience in graphic design programs

Other Requirements

+ Ability to maintain confidentiality.

+ Effective decision-making skills

+ Ability to work beyond normal office hours.

SUPERVISION OF PERSONNEL:

This position may supervise student employees.

OPEN UNTIL FILLED. To receive full consideration, you must have your application in by 07/09/2023.

To apply: Upload your cover letter, resume and 3 professional reference’s contact information and with one reference being a supervisor/manager in the questionnaire section of your application.

Please remember once you submit your application you will not be able to “revise” or upload any documents. If you have any questions about uploading or a revision to your application, you may contact HR@tamut.edu.

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.

As a member of The Texas A&M University System, Texas A&M University-Texarkana is a comprehensive regional university that provides students with academically challenging, engaging, and rewarding educational experiences through quality teaching, scholarship, student support services, co-curricular programming, research, and service.Through the personal attention of our faculty and staff, students are afforded the opportunity to acquire the knowledge, abilities, and skills to become leaders in their chosen professions and to prepare for the opportunities of serving in a global environment.A&M-Texarkana began in 1971 as part of East Texas State University and joined The Texas A&M University System in 1996. Our 375-acre campus, which opened in 2008, is near beautiful Bringle Lake in Texarkana, Texas, in a region known as the Ark-La-Tex.With a commitment to academic excellence, student success, and community leadership, A&M-Texarkana is comprised of three academic colleges: education and liberal arts; business; and science, technology, engineering, and mathematics (STEM). The university accommodates students by offering flexible class schedules, web-based courses, and online degree programs.A&M-Texarkana is a member of the National Association of Intercollegiate Athletics (NAIA) Red River Athletic Conference, with men’s and women’s soccer, men’s and women’s tennis, baseball, and softball programs.

If you need assistance in applying for this job, please contact (903) 223-1360.