The Administrative Associate IV (IODP Title: Administrative Assistant) is responsible for coordinating the business activities of IODP Director and HR Offices. Duties include greeting IODP visitors, yielding phone calls and distribution of phone messages, entering requisitions, invoices and support documentation for the department into in-house database. Responsible for managing Ship Store Inventory, Departmental Parking Representative duties, creating minutes for management team and completing initial review of department's physical process.
Required Education and Experience:
High school diploma or equivalent combination of education and experience.
Four years of experience in general office or clerical work.
Required Special Knowledge, Skills, and Abilities:
Ability to multi-task and work cooperatively with others.
Excellent customer service skills.
Must be able to work in a collaborative team environment.
Excellent communication (both oral and written) and interpersonal skills.
Preferred Education and Experience:
Associates degree or some college, a plus.
Experience with administrative support functions, PC computers, Microsoft applications, spreadsheets, and taking meeting minutes.
Preferred Special Knowledge, Skills, and Abilities:
Experience working in an academic research-oriented atmosphere.
Type documents, create and route correspondence as assigned. Serve as Departmental Parking Representative, responsible for ensuring visitors parking in appropriate place and issuing/tracking UB permits provided to staff. Assist Director with travel processing and Special projects as needed/assigned.
Receptionist responsibilities to include: Greeting customers entering Lobby and referring them to the appropriate staff members, answer phone, route calls and take messages.
Complete initial review of employee/participant physicals for those sailing on the JOIDES
Resolution. Other administrative duties including but not limited to complete HR filing in
Laserfiche, manage outside training certificates for staff.
Responsible for managing Ship Store inventory, reordering merchandise and preparing inventory for the ship. Serves as liaison between IODP and vendor. Maintain department's supply inventories.
Event Planner for social events for the Director's Office including but not limited to IODP's
Annual Holiday Party, Spring Social and other socials as the may arise. Performs other duties as assigned.
Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.
Internal Number: R-008599
About Texas A&M University
Texas A&M University is dedicated to the discovery, development, communication, and application of knowledge in a wide range of academic and professional fields. Its mission of providing the highest quality undergraduate and graduate programs is inseparable from its mission of developing new understandings through research and creativity. It prepares students to assume roles in leadership, responsibility, and service to society. Texas A&M assumes as its historic trust the maintenance of freedom of inquiry and an intellectual environment nurturing the human mind and spirit. It welcomes and seeks to serve persons of all racial, ethnic, and geographic groups, women and men alike, as it addresses the needs of an increasingly diverse population and a global economy. In the twenty-first century, Texas A&M University seeks to assume a place of preeminence among public universities while respecting its history and traditions.