Job Title Administrative Associate III Agency Texas A&M University - Kingsville Department Department of Veterinary Technology Proposed Minimum Salary Commensurate Job Location Kingsville, Texas Job Type Staff Job Description Job Summary The Administrative Associate III works under general supervision and provides complex administrative support work. Essential Duties and Responsibilities + Performs word processing, desktop publishing, presentation, and data management activities, and assists staff with the use of these applications. Composes correspondence, reports, publications, and presentations, including editing and proofreading. Creates and maintains spreadsheets and databases. + Researches and analyzes administrative requirements for specific programs or projects. Provides technical information regarding administrative procedures, services, or programs. + May perform mail services . + Maintains a variety of fiscal, administrative, and academic records. Posts information to agency records and modifies forms or records. Verifies, processes, and reviews forms, reports, and other documents. Is the main contact for the VETT Program application process. + Makes arrangements for meetings, appointments, conferences, and travel. May set up meetings, seminars, and other special events to include facilities, equipment, and food for student, alumni and VETT advisory board, etc. May also serve as a scribe. + Monitors , determines , and maintains cost-effective supply and equipment needs, executes inventory tracking of all equipment items assigned to the department. + May deliver, pick up, or receive cash payments, documents, supplies, equipment, or materials . + Conduct yearly physical inventory as directed by University Property Manager. + Create and maintains accurate comprehensive file system including Laserfiche scanning in order to locate requested materials promptly. + May participate in the hiring training, and supervis ion of student workers and other support staff. + Serves as the department delegate in Concur, c alculates travel expenses, prepares travel expense reports for reimbursement, and assist with all tasks in Concur on behalf of department . Maintain a Travel Card to make arrangements for perspective candidates seeking on campus interviews. + Under minimal supervision, initiates and processes requisitions/purchase orders; ensures payables are processed in an efficient and timely manner; coordinates and reconciles shipments and deliveries of orders by working efficiently in JavelinaBuy . Serves as department allocator to approve all purchases using departmental accounts. + P-card management: Assumes role of Purchase Card Coordinator for the department by ensuring all cardholder online reconciliations are completed by assigned deadline; scanning and routing all documentation; maintaining files for cardholders and provides assistance to department faculty/staff when needed. + Account management: Monitors the departmental budget by tracking expenses and monthly reconciliation of department accounts. Familiarize oneself with TAMUK accounting programs (Canopy/FAMIS) in order to provide consistent updates to VETT Director & Associate Director and balance departmental accounts. + Investigate outstanding Purchase Orders/Requisitions/Invoices for previous and current year orders to avoid billing conflicts. Follow up on PO’s > 30 days old as to current status of order, missing receipts, or dept. receiving . Resolve any issues or questions pertaining to older PO’s. + Workday: Assists department in all roles required such as HR Contact, Timekeeper, and Recruiting Coordinator . Serves as contact person for all Human Resources and Payroll processes. + Payroll: Serves as Timekeeper/HR Contact and runs all Monthly/Bi-Weekly payroll reports required , confirms/approves payroll each month, and sends notices to department as stated on instructions. Process all payroll corrections needed in Workday and Canopy. + Maintains the Veterinary Technology Program social media, website and email platforms. Manages queries from prospective students and parents and aids in setting up tours. + Responsible for meeting all university deadlines. Additional Responsibilities + Manage VETT Alumni student affairs such as communication regarding graduate and employer surveys and annual events. + Banner: Input departmental schedules in Banner prior to each semester and ensure course schedule deadlines are met. Assist Dept. Chair will the completion of Teacher Load Reports, Reassigned Time, and Low Enrollment forms. The above 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. Minimum Requirements Education – High school diploma or equivalent combination of education and experience. Experience – Three years of related experience. Knowledge of – Knowledge of word processing, spreadsheet, and database applications. Ability to – 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. 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.