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Tarleton State University · 1 week ago

Administrative Associate IV or V - Department of Neuroscience

Stephenville, TX

Full-time

Onsite

Mid, Senior Level

$19.23/hr - $22.10/hr

4+ years exp

Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Administrative Associate IV or V in the Department of Neuroscience. This role involves providing secretarial and administrative support, coordinating daily office activities, and managing sensitive issues to ensure effective communication and workflow within the department.

EdTechEducationHigher Education

Responsibilities

30% Procurement and Acquisition: Assists faculty with pre-travel approvals and travel expense reporting. Orders equipment and consumable and non-consumable supplies for faculty research, teaching, and service, as well as department events. Complete faculty expense reports related to laboratory and office supply purchases. Receive equipment from Purchasing and record into a database before delivery to the appropriate faculty member or laboratory. Maintains inventory of all office supplies for the department. Order copy paper and toner as needed. Properly set up and maintain vendor accounts for ordering consumable and non-consumable supplies. Follow all university guidelines related to purchasing. Accurately process orders using correct account numbers. Accurately document expenditures related to specific courses and faculty research. Maintain working knowledge of department accounts. Works with budget specialist to encumber funds for purchases, create new accounts, and otherwise assist in managing accounts. Assists in management of One card which includes the requesting new cards, disputing charges, and remaining up to date on university policies regarding use of One Card

25% Department Head Support: Maintains knowledge about department proceedings to provide insight for departmental decision-making. Responsible for processing paperwork for hiring of adjunct faculty and working closely with Human Resources and the department head to process the hiring of regular faculty. Enters changes to class schedule and coordinates with Department Head, departmental scheduler, and Registrar. Assists with processing overrides as approved by the Department Head. Acts as liaison between the department, Human Resources, Provost, Registrar, Payroll and other campus offices. Remains up to date with training in all necessary systems and seeks professional development opportunities to grow in the administrative assistant role

20% Recruitment and Media: Assist with recruitment for Department of Neuroscience programs. Duties include designating/overseeing tasks performed by student workers, designing flyers, assisting with recruitment campaigns, and updating the website and managing social media. Orders supplies and/or food and sets up booths for recruitment events and open house events

10% Reception and Office Support: Performs reception duties which include, but are not limited to, giving directions, answering questions, and assisting visitors with a wide variety of inquiries. Picks up, sorts, and distributes departmental mail daily. Maintains departmental records in accordance with federal, state, System, and university compliance and retention. This includes filing paperwork for major students as well as all personnel paperwork, payroll forms, incoming memos and correspondence, and other miscellaneous departmental paperwork

5% Faculty and Staff Support: Assists the faculty with submission of maintenance and technology requests, student hires, scheduling departmental meetings. Occasionally accesses and prints unofficial transcripts and degree plan audits for advisors

5% Student Worker/GA Support: Initiates and submits all paperwork requesting and appointing undergraduate and graduate student workers. This includes compiling all necessary documentation, completing appropriate personnel forms, and maintaining personnel files. Responsible for assisting student employees with Workday onboarding and submitting timely bi-weekly submissions for Payroll processing. If a graduate program is developed, will file and submit graduate student forms such as applications for candidacy, committee appointments, and comprehensive exam reports. Responds to basic inquiries about our programs or facilities

5% Performs other duties as assigned

Qualification

Microsoft OfficeWord processingSpreadsheet applicationsDatabase applicationsEffective communicationInterpersonal skillsOrganizational skillsMultitaskingExecutive writingProfessional writingConfidentiality

Required

High school diploma or equivalent combination of education and experience

Four years of related experience. A Bachelors degree can substitute for four years of related experience

Knowledge of word processing, spreadsheet, and database applications

Effective verbal and written communication skills

Strong interpersonal and organizational skills

Ability to multitask and work cooperatively with others

Ability to work with sensitive information and maintain confidentiality

Preferred

Proficient in computer, Microsoft Office, familiar with grant research workflows, effective written verbal and communication skills, and executive and professional writing skills