Works under general supervision and provides highly advanced administrative support for the Department of Natural Sciences. Coordinates daily office support activities and administrative interactions. Verifies, processes, and reviews forms, reports, tables, and other documents. Performs project and event summaries and tracks data. Conducts online departmental committee elections and faculty surveys on departmental issues. Assists with faculty projects and departmental and academic program events. Maintains department-level records. Conducts event and engagement surveys and tracks data for accreditation and improvement efforts. Coordinates travel arrangements and prepares itineraries. Coordinates meetings, seminars, and other special events. Coordinates the maintenance of files, records, office supplies, or equipment.
Responsibilities:
Communication:
Often the first point of contact for the department. Must provide excellent customer service to internal and external customers.
Screens phone calls, responds to questions, and takes messages for the department and the College of Arts & Sciences
Screens complaints and determines the appropriate action or referral.
Assists the department chair in conducting online departmental committee elections and faculty surveys on departmental issues.
Attends various academic meetings, prepares, and distributes meeting minutes and tracks action items.
Serves as a liaison between faculty, administrators, and students.
Alerts the department chairs to outstanding issues and concerns
Coordination of Projects, Reports, and Document Production:
Collects, compiles, and prepares materials for the department.
Works on special projects with both internal and external stakeholders
Maintains active personnel files for the department.
Manages and assists in the processing of faculty and staff hiring from start to finish in coordination with the provost’s office, the chair, and the hiring committee chair.
Drafts, composes, proofs, obtains signatures, sends, and receives correspondence on behalf of the department chair, including faculty appointment and reappointment letters.
Handles highly sensitive and confidential materials
Financial Functions:
Prepares and reviews travel requests and expense reports for accuracy and ensures compliance with all university financial rules and procedures.
Orders office supplies, event supplies, IT related equipment, and promotional items.
Manages the procurement card and reconciliation.
Assists in financial reimbursements for departmental faculty, staff, and invited guests
Organizing and Planning:
A ssists with travel arrangements for department faculty, staff, and invited guests.
Coordinates special events, speakers, and guests as assigned.
Manages requests for appointments by prioritizing, researching, and responding to or delegating responses as appropriate.
Tracks, anticipates, and prepares for upcoming deadlines and events that require action by the department.
Schedules conference rooms and classrooms for departmental business.
Participates in and helps coordinate selected departmental events.
Office Management:
Assists in office management ensuring appropriate coverage, cleanliness, and effectiveness. Keeps track of assets within the department.
Files and retrieves documents, records, and reports.
Submits work requests for the office, as needed.
Maintains office equipment and assists in acquiring departmental supplies.
Education and Education:
High School Diploma
Five (5) years of related experience.
Knowledge Skills and Abilities:
Knowledge of word processing, spreadsheet, database, and presentation applications.
Ability to multitask and work cooperatively with others in a fast-paced setting.
Excellent Interpersonal and communication skills.
Strong planning and organization skills.
Ability to work independently once given a project.
Ability to streamline processes, meet deadlines, and a willingness to learn new office processes.
Licensing / Professional Certification – None.
Physical Requirements – Ability to lift up to 20 lbs.
Application Instructions:
Please make sure to provide the following documents:
Cover Letter
Resume / CV
References – at least two professional references
For detailed instructions on how to apply for any position on our website, please use the following link:
http://www.tamusa.edu/humanresources/job-opportunities/index.html
Summary of Employee Benefits:
https://www.tamusa.edu/human-resources/documents/summary-of-employees-benefits.pdf
Texas A&M University-San Antonio values community engagement and encourages applicants who are committed to advancing the well-being and prosperity of our communities.
Please ensure that all required documents are uploaded prior to submitting the application. Once the application is submitted, no changes or revisions can be made. If you have issues with adding documents to your application, please contact HR at 210-784-2058.
In compliance with ADA, if accommodations are needed for the application process, please contact HR at (210) 784-2058.
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.
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