Administrative Associate III

Job Title

Administrative Associate III

Agency

Prairie View A&M University

Department

Department Of Civil Engineering

Proposed Minimum Salary

Commensurate

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

The Administrative Associate III will provide comprehensive administrative and operational support to the Department of Civil Engineering. This role includes managing day-to-day departmental functions, supporting faculty and student needs, coordinating events and communications, and overseeing the hiring process for undergraduate and graduate student workers. The ideal candidate will be organized, detail-oriented, and capable of managing multiple priorities in a fast-paced academic environment.

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:

Administrative Support

• Serve as the primary point of contact for the department office.

• Maintain department calendars, schedule meetings, and support departmental events.

• Draft and distribute internal communications, memos, and announcements.

• Maintain departmental records, files, and databases.

• Coordinate travel arrangements and reimbursements for faculty and staff.

Student Hiring and Personnel Management

• Manage the hiring process for undergraduate and graduate student workers, including:

• Posting student job opportunities in campus systems.

• Collecting and processing applications and documentation.

• Coordinating onboarding with HR and payroll.

• Track hours worked and maintain timesheet records in compliance with university policies.

• Serve as liaison between students, faculty supervisors, and HR on employment matters.

Financial and Budget Support

• Assist with budget tracking and purchasing for departmental operations and labs.

• Process requisitions, expense reimbursements, and supply orders.

• Monitor use of departmental funds allocated for student workers.

Faculty and Course Support

• Assist with course scheduling, classroom assignments, and textbook orders.

• Coordinate faculty evaluations and collection of required documentation.

• Maintain up-to-date faculty CVs and departmental accreditation files as needed.

Customer Service & Public Relations

• Greet and assist students, visitors, and faculty in a professional manner.

• Respond to email and phone inquiries related to the department.

• Help maintain the department website and bulletin boards.

• Support departmental initiatives, outreach and event planning.

• Performs other duties as assigned.

Required Education and Experience:

• High school diploma or equivalent combination of education and experience.

• Three years of related experience.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.

• 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.

Preferred Qualifications:

• Minimum of 4 years of administrative or office experience, preferably in higher education.

• Experience in hiring, scheduling, or managing student workers.

• Knowledge of university academic policies and procedures.

• Ability to handle confidential information with discretion.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Familiarity with university administrative systems (e.g., Workday, Banner) is a plus.

• Strong problem-solving skills.

 

Other Requirements:

• Occasional evening or weekend work for department events may be required.

Job Posting Close Date: