Administrative Associate III (Mathematics)

Job Title

Administrative Associate III (Mathematics)

Agency

Prairie View A&M University

Department

Mathematics

Proposed Minimum Salary

$12.07 hourly

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

The Administrative Associate III will provide administrative and clerical support to Mathematics personnel in the execution of daily administrative duties such as acting as a receptionist; maintaining departmental files to include those of faculty; building Mathematics courses, and meeting university deadlines for attendance, grades, or other required reports; and other related tasks as assigned.

This position may pay more than the salary listed above depending on the qualifications and experience of the selected candidate.  

Responsibilities:

• Disseminates information to Deans and other campus offices as necessary.

• Manages day-to-day copying, faxing, and mailing of documents.

• Prepares and updates brochures and other periodic publications.

• Maintains files of correspondence on faculty and student records.

• Files documents within 72 hours of receipt.

• Maintains database and interacts with the Student Information System and Banner to gather student files for registration, add and drop for students majoring in mathematics.

• Schedules and coordinates meetings, workshops, and conferences.

• Prepares and files minutes of departmental faculty.

• Responds to communications and requests from students, the university community, and other external universities and firms regarding the mathematics program, curriculum, research, and the mathematics department.

• Prepares data and gathers information for surveys, after consulting with the department head.

• Coordinates overlapping activities of the administrative staff and student worker personnel.

• Provides technical assistance on a daily basis regarding computers, copier machines, telephone equipment, overhead projectors, and other equipment in the department.

• Coordinates acquisitions and distribution of keys to W.R. Banks 3rd Floor level.

• Implements day-to-day administrative procedures and processes consistent with established university and the system rules, regulations, and policies including preparing purchase orders, purchasing via ProCard, preparing reconciliation reports, ordering and monitoring supplies for the department, and handling departmental travel arrangements, and reimbursements. Performs all necessary tasks regarding faculty contacts, students scholarships, graduate assistantships, workloads, overload, external employment reports, small class reports, and inventory reports.

• Updating necessary faculty data.

• Assists mathematics advisors and mathematics majors to enroll in courses; assists faculty with inputting grades, attendances, and grade changes; performs various departmental-related duties through Banner, FAMIS, Workday and Panther Tracks.

• Ensures all equipment and supplies of the department are kept in a safe and secured environment.

• Providing administrative and clerical support to the Department Head of Mathematics, primarily, and then to other departmental faculty, in the execution of daily secretarial duties such as acting as a receptionist.

• Hand-delivering documents to various offices on campus; distributing mail, ordering textbooks, and desk copies.

• Maintaining departmental files to include those of faculty, staff, and students.

• Overseeing the operations and activities of the students working in the department and of the tutorial lab and assisting the Department Head with class scheduling, registration, preparation of the annual budget, and informing Dept. head when faculty or staff are absent.

• Performs other duties as assigned.

Required Education and Experience:

• High School Diploma

• 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 org