Administrative Associate III

Job Title

Administrative Associate III

Agency

Prairie View A&M University

Department

Career Services

Proposed Minimum Salary

Commensurate

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

Important Immigration information: 

A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Texas A&M University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Texas A&M University subject to this fee. 

 

In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate 

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The primary responsibility of the Administrative Associate III is to establish a process to ensure Career Services Program logistics are executed in a timely manner. Maintain a fluid and accurate system of recordkeeping, budgets, and processing of departmental documents. Manages the day-to-day monitoring and execution of departmental finances, operations, and affiliations.

The salary is determined in accordance with the University’s compensation structure and will be commensurate with the candidates’ education and experience, within the assigned salary range for this position. 

Responsibilities:

Budget Monitoring, Reporting, Verifying, Recordkeeping

• Oversees budgets and maintain accurate records of accounts payables and receivables.

• Manages student employment, time reporting, and payroll processing.

• Maintains records of grants, balances, and expenditures.

• Submits and tracks grants, contracts, and agreements through signatures and implementation.

• Liaising with management and staff regarding administrative matters.

• Approves expenditure and issuing payments to vendors and suppliers.

• Verifies timesheets and processing payroll.

• Holds Procurement Card maintain and reconcile monthly reports for the department, all transaction in accordance with the Procurement Card Program Policy.  Maintain monthly review of statements of all account reconciliation.

• Order office supplies and maintain inventory, track purchase orders, verify invoices and resolve billing problems and errors with vendors and/or accounting office. Maintained accurate records of all purchased items.

Arranging/Preparing/Scheduling

• Scheduling and managing meetings, conferences, workshops, and special events.

• Making travel arrangements, coordinating conference calls, and handling RSVPs for events.

• Prepares various forms and requests for the department: Leave Forms, Concur, Purchase Orders, IDO’s Travel arrangements Vouchers, Payroll Adjustment, Gift Transmittal, Memo’s, letters as needed.

• Reads, reviews, and scans all incoming correspondences including emails, letters, and job postings for appropriate routing. File and record accordingly.

Coordinating/Maintaining/Processing

• Oversees the maintenance, repair, and replacement of department agreements, memberships, career tools, office equipment and furniture.

• Coordinates the leave and travel activities and manage the records for the department.

• Review bi-weekly time sheet for intern students.

• Maintains confidentiality with sensitive information and correspondence.

• Hires and trains new Office Administrators.

• Design Brochures, posters and flyers for the department-sponsored program and advertise/ distribute campus