Administrative Associate III

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. Texas A&M University will NOT pay this fee. If you need immigration sponsorship, consult your private counsel at your own expense to determine whether your current status would trigger this fee. On January 27, 2026, the Texas Governor issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission; this may affect future sponsorship requirements. 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 Salary $12.07 - $18.70 per hour, in accordance with the University’s compensation structure and based on the candidate’s education and experience within the assigned salary range for this position. Responsibilities Oversee budgets and maintain accurate records of accounts payable and receivable. Manage student employment, time reporting, and payroll processing. Maintain records of grants, balances, and expenditures. Submit and track grants, contracts, and agreements through signatures and implementation. Liaise with management and staff regarding administrative matters. Approve expenditures and issue payments to vendors and suppliers. Verify timesheets and process payroll. Maintain the Procurement Card, reconcile monthly reports, and review statements for all account reconciliations. Order office supplies, maintain inventory, track purchase orders, verify invoices, and resolve billing problems with vendors or the accounting office. Arranging/Preparing/Scheduling Schedule and manage meetings, conferences, workshops, and special events. Make travel arrangements, coordinate conference calls, and handle RSVPs for events. Prepare various forms and requests for the department: leave forms, Concur, purchase orders, IDO travel vouchers, payroll adjustment, gift transmittal, memos, and letters as needed. Review and scan all incoming correspondence, including emails, letters, and job postings for appropriate routing; file and record accordingly. Coordinating/Maintaining/Processing Oversee maintenance, repair, and replacement of department agreements, memberships, career tools, office equipment, and furniture. Coordinate leave and travel activities and manage the records for the department. Review bi‑weekly timesheets for intern students. Maintain confidentiality with sensitive information and correspondence. Hire and train new Office Administrators. Design brochures, posters, and flyers for department-sponsored programs and advertise/distribute campus‑wide emails. Maintain confidentiality of FERPA data, department processes, and information related to departmental staff. Perform 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 organizational skills. Preferred Qualifications Associate or Bachelor’s degree in business administration, or similar field of study. Four to five years of experience in an administrative or office role. Advanced proficiency in word processing and spreadsheet software. Extensive experience in managing payments, budgets, and expenditures. Exceptional ability to manage office operations and oversee student workers. Advanced ability to plan, schedule, and execute office-related events. In‑depth knowledge of administrative record‑keeping practices. Ability to work with individuals at all levels of the university. Background Check Requirements: All positions are security‑sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon institutional verification of credentials and other required information. Equal Opportunity/Veterans/Disability Employer. #J-18808-Ljbffr