Administrative Associate V

Agency

Department

Proposed Minimum Salary

Job Location

Job Type

Job Description

Administrative Duties for the Director’s Office Suite:

• Answer telephones and greet visiting guests.
• Maintain calendar appointments; schedule meetings and telephone calls; prioritize appointments as necessary.
• Make travel arrangements using judgment on appropriate arrangements; coordinate and prepare travel itineraries and collect proper documentation for expense reporting. Work with finance to ensure timely reimbursements.
• Arrange meetings, appointments, conferences, and travel for the CFO to include facility, equipment, and food arrangements. Coordinate calendar and scheduling.
• Assist with the execution of TVMDL events.
• Order business meals and purchase event materials as requested.
• Set meeting agendas, record minutes when needed then publish minutes in a timely manner.
• Prepare and edit correspondence, proposals, and agendas, including proofreading and editing, ensuring completeness and accuracy of documents.
• Responsible for the management of the agency's conference rooms/huddle spaces for internal use.
• Responsible for the creation, maintenance and retention of office files and records for the Director's Office at TVMDL.
• Handle with strict confidentiality all mail, files, correspondence, reports, legal documents and information regarding sensitive personnel and organizational issues.
• Work cooperatively within the agency to improve customer service and promote team spirit; foster teamwork among co-workers and colleagues; keep staff informed of progress on issues.
• Scan documents into Laserfiche
• M anage recruitment and personnel files in Laserfiche in accordance with record retention requirements.
• Assist with orientation; i.e., creating packets, set appointments for portraits, request staff ID and parking pass.
• Manage suspense calendar for employee evaluations and salary step program along with other required hiring documentation.
• Maintain and inventory office supplies and equipment. Enter orders and requisitions into Aggie Buy for Director’s Office suite.
• Perform data management activities in LIMS under the direction of the CFO, when needed.
• Assist with annual key inventory.
• Aid with annual office assignment inventory.
• Support annual facility space inventory.
• Scan field service reports for BIM360 OPS.
• Inventory printed handouts ensuring they up to date and maintain a moderate supply.
• Organize the promotion closet including inventory of the items provided at exhibitions.
• Pack/unpack items shipped or sent to conferences.
• Actively participate in and fully support cross training of assigned personnel in essential skills to assure continuity of operation. Participate as a productive team member in support of TVMDL objectives.
• Perform other job-related duties as required.

Required:

Education and Experience:

• High school diploma or equivalent combination of education and experience.
• Five years of related experience.

Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.
• Ability to multitask and work cooperatively with others. Excellent written communication, analytical, interpersonal, and organizational skills. Ability to work in a high stress environment. Ability to work with sensitive information and maintain confidentiality. Ability to work independently once given a project. Occastionally work beyond normal office hours.

Preferred:

Knowledge, Skills and Abilities:

• Superior organizational and communication skills, ability to protect the confidentiality of administrative/budget materials.
• Ability to expedite reports requested by administration under constraint of a fast-paced environment and changing priorities.
• Adept at working independently and well under pressure.
• Capacity to multitask and work cooperatively with others.

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/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.