"ADMINISTRATIVE ASSOCIATE"

Job Details

ADMINISTRATIVE ASSOCIATE
Posting Number: SRGV8738
Number of Vacancies: 1
Location: Harlingen, Texas
Department: School of Podiatric Medicine
FLSA: Non-Exempt

Scope of Job:
To provide advanced and complex administrative support to a supervisor in a key administrative position. Responsible for many complex office decisions and administrative supervision of a medium to large size department, with minimal direction. Maintains financial data, which includes monthly budget and status reports.

Description of Duties:
• Performs administrative duties related to work of large department or large administrative unit reporting to a key administrative or executive position.
• Maintains departmental records, property inventory, personnel files, employee time records and leave balances.
• Prepares agenda for meeting, schedules meetings, records and distributes minutes of meetings.
• May assist in processing various student forms and requests for the appropriate review and approvals.
• May provide general program information and materials to students and/or direct students to the appropriate student services resources.
• May assist in coordination, planning, and/or staffing of departmental meetings and events as needed for outreach, recruitment & education.
• Processes personnel actions upon direction of the supervisor.
• Processes purchase requisitions and orders, travel requests and reimbursements.
• Develops complex records and prepares reports from a variety of materials.
• Monitors expenditures and income against the budgets, maintains accurate accounting ledgers and facilitates monthly reconciliations of accounts.
• Drafts, types and issues departmental paperwork such as travel, employment, budget, facilities and property documents, and general correspondence.
• Advises departmental employees on policies and procedures.
• Maintains a wide variety of complex academic, fiscal, personnel and administrative records and files consisting of confidential and official matters.
• Requests departmental supplies and maintains control of supplies and inventory.
• Schedules travel and meetings for departmental personnel.
• Assists in the preparation of budgets, grant requests, class schedules and other periodic reports.
• Supervises clerical staff members, including monitoring the workload, work priorities and evaluating job progress.
• Performs receptionist duties, answers telephone, takes messages, greets visitors, screens calls and visitors, and makes appointments.
• Performs other duties as assigned.

Supervision Received:
General supervision by the Dean of a College, Assistant or Associate Vice President, an Executive Director or the Chief of a department with significant institutional impact and a staff of more than 25 FTE’s.

Supervision Given:
Supervises and trains assigned clerical support personnel including work study and temporary employees.

Required Education:
Associate degree in a related field or experience as outlined below.

Preferred Education:
Associate degree in Office Management or related field.

Licenses/Certifications:
None.

Required Experience:
Four (4) years of office administrative experience. Experience may be substituted for education on a 1-on-1 basis.

Preferred Experience:
Experience obtained in a higher education setting.

Equipment:
Knowledge of use of personal computer, word processing, spreadsheet, and database software. Standard office equipment.

Working Conditions:
Needs to be able to successfully perform all required duties. Excellent, professional office environment; some travel and weekend work is required. Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Other:
Must have excellent interpersonal, organizational, and communication skills.

Physical Capabilities: N/A
Employment Category: Full-Time
Minimum Salary: Commensurate with Experience
Posted Salary: Commensurate with Experience
Position Available Date: 02/01/2026
Grant Funded Position: No