Administrative Associate V

Overview

Job Title
:
Administrative Associate V

Agency
:
Texas A&M University - Corpus Christi

Department
:
College Of Liberal Arts

Proposed Minimum Salary
:
Commensurate

Job Location
:
Corpus Christi, Texas

Job Type
:
Staff

This position works under the supervision of the Associate Dean and provides advanced administrative support work for the College of Liberal Arts.

Functional Area 1:
Administrative

Percent Effort
: 35

• Point of contact for the Associate Dean’s office in the College of Liberal Arts.

• Schedule appointments and maintain calendar for the Associate Dean.

• Compose and respond to correspondence, answer and direct phone calls, and assist students, staff, and faculty with any questions or issues.

• Set and distribute the timeline for course building to admins and department chairs. Run Argos reports each academic term/semester to verify agreed upon course schedules are compliant with university time blocks and procedures.

• Update faculty handbook on both the I:drive and college webpage.

• Support Associate Dean and Graduate Coordinators with meetings and taking minutes.

• Review college syllabi for accuracy.

Functional Area 2:
Operations

Percent Effort
: 35

• Maintain college-owned forms and disseminate to college Administrative Associates.

• Receive and process forms submitted for approval to the Associate Dean.

• Confirm that submissions for approval on Directed Individual Studies, Internships, Theses, and other applicable forms have adequate supporting documentation, especially syllabi, with proper information included therein.

• Keep track of and communicate deadlines to the college, such as Research Enhancement Awards, Faculty Excellence Awards, FARs, FTSCA, WEAVE, Catalog, Pre-Grant, Distance Education Development, Wagenschein, etc.

• Facilitate FTSCA & Wagenschein communications among faculty, Associate Deans, business office, departmental administrative associates, and the FTSCA & Wagenschein committee members, including the sending of CFPs, letters of acceptance or rejection.

• Maintain submitted proposals for college-level awards from the “Call for Proposals” to the notification of the awardees. Provide communication between award committees and applicants.

• Maintain electronic records to include faculty handbook changes, catalog revisions, student grade appeals, college committee elections, and census-day enrollment reports.

• Create, disseminate, and collect data for all electronic college elections.

• Monitor catalog change timelines and notify academic departments of impending deadlines.

• Receive and properly route proposals for Special Topics courses.

• Work with various departments across campus to maintain graduate faculty status updates/records and graduate scholarships.

• Tracking graduate scholarship committees, updating webpages, maintaining updated handbooks on website.

• Maintain college website. Update information on website as changes take place or changes are requested.

• Assist Associate Dean with student-related issues to include grade appeals by organizing documents for review and processing and setting meetings as needed, including the appointment of members to the College Grade Appeals Committee.

• Provide support to faculty with college-level awards Course Leaf.

• Hire, train, and supervise one (1) student worker.

• Work closely with Dean’s Administrative Coordinator to support the college’s faculty and staff and order and maintain college promotional material.

• Serve as co-coordinator/leader of Administrative Assistant meetings.

• Attend all University and College meetings.

• Co-host training sessions for department admins.

Functional Area 3:
Budget

Percent Effort
: 10

• Monitor departmental budget and notify department head of any issues. Purchase items on behalf of the Associate Dean’s office or other college departments using the correct procurement process.

• Process travel vouchers for the Associate Dean and reconcile personal pcard expenses.

• Manage budgets for FTSCA and Wagenschein awards.

• Purchase items on behalf of Faculty Excellence, FTSCA, and Wagenschein awardees.

• Create Vendor and Contract documents to process payments for honorariums, invoices, and student awards.

Functional Area 4:
Project Management

Percent…