Administrative Associate IV

Administrative Associate IV

Agency: West Texas A&M University

Department: Chemistry & Physics

Salary: $15.68 hourly

Location: Canyon, Texas

Type: Staff

We are looking for an enthusiastic, motivated individual to work in an interdisciplinary academic science department comprising 10 full‑time faculty. Excellent communication, interpersonal and organizational skills are essential, along with the ability to work effectively under pressure. The selected individual must be self‑motivated and able to work independently on assigned projects. Interaction with multiple offices across campus, as well as outside organizations and businesses, is required.

Accuracy and attention to detail are very important for this position.

The A&M System strives to maintain a competitive, high‑quality benefit package to support the health and wellness needs of our workforce. This includes comprehensive health and welfare insurance plans, additional health and lifestyle programs, and optional retirement savings opportunities. Eligible employees will have access to paid leave programs in addition to 13‑15 paid holidays each year.

• Work with department head and faculty to distribute funds based on designated allocations.
• Monitor budget status reports monthly and address account shortages and reconciliations.
• Type requisitions, pay invoices, complete W-9 forms for vendors, and deposit funds in selected accounts.
• Accurately prepare hire paperwork for new employees, PTLs, and GATs.
• Enter procurement card transactions for departmental accounts.
• Process all Degree Information Forms for Chemistry & Physics.
• Serve as liaison to the Dean’s Office for NSB building repair and maintenance issues, classroom scheduling/event scheduling, and other matters requiring Dean’s Office awareness and involvement.
• Manage timesheets for student employees.
• Maintain departmental inventory and identify purchases required such as paper, office supplies, and teaching supplies.
• Professionally answer phone inquiries and in‑person questions from current students, prospective students, or departmental guests.
• Track document delivery and forwarding to other departments, including pickup and delivery of campus mail.
• Mail and prepare recruiting documents for students.
• Maintain 100% compliance with timely completion of required system, university, and job‑specific online training courses.
• This document represents the major duties, responsibilities, and authorities of this job and is not intended to be a complete list of all tasks and functions. Other duties as assigned.

• High School Diploma or GED.
• Four (4) years of experience as an administrative assistant, accounts payable, or related experience.
• Intermediate skills in the Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Excellent interpersonal, written, and verbal communication skills to communicate effectively in a positive, courteous, and professional manner.
• Ability to multitask and work cooperatively with others.
• Strong interpersonal and organizational skills.
• Ability to work with sensitive information and maintain confidentiality.

• Associate’s or Bachelor’s degree in Business Administration or related coursework in Business, Accounting, or specialized/technical training.
• Six (6) years of related experience.
• Clerical experience in a university or state department.
• Experience in purchasing, contracts, and billing.
• Positive and helpful attitude.
• Good planning and organizational skills.

Texas law requires all males age 18 through 25 to be properly registered with the Selective Service System.

Equal Opportunity, Veterans, Disability Employer. All positions are security‑sensitive; applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and other required information.