Administrative Associate

Job Title

Administrative Associate III

Agency

East Texas A&M University

Department

Chemistry

Proposed Minimum Salary

Commensurate

Job Location

Commerce, Texas

Job Type

Staff

Job Description

INSTRUCTIONS TO APPLICANT:

During the application process the “My Experience” page has a section provided “Attachments (Resume/CV, References, Cover letter, etc.)” to upload required documents. 

• Use the Upload button to add each document.
• You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
• All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
• Incomplete or improperly submitted applications may be excluded from consideration.
• Please do not withdraw your application in an attempt to upload a missing document, instead please email HR for help.

Please provide the following documents:

• Cover Letter
• Resume/CV
• Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
• Transcripts (Unofficial will be accepted with application. Official transcripts are required upon acceptance of verbal offer). 
  If transcripts are from an international institution, it is the responsibility of the prospective faculty member to have the transcripts translated and evaluated by an approved credential evaluator.

If you need assistance, please contact us at HR.Hiring@tamuc.edu

A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Texas A&M University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Texas A&M University subject to this fee.

In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate.

SUMMARY:

Maintain official records and executes administrative policies determined by or in conjunction with other administrators and generally works under deadlines.

DUTIES & RESPONSIBILITIES:

• Serves as receptionist by greeting visitors, ascertaining nature of business and conducting visitor(s) to the appropriate person. Assists students, staff and others in department in order to regulate and oversee department activity.
• Maintains departmental files, authorizes use of same and keeps interested groups informed as to availability of materials.
• Answers telephone and gives information to callers or routes call to appropriate area and places outgoing calls. Schedules appointments.
• Uses computer for word processing and other needed functions in order to compile and produce reports, compose and prepare correspondence, and produce other requested documents. Makes copies of correspondence or other printed material. Types needed requisitions in order to purchase equipment and supplies for departmental use.
• Opens, reads, and distributes mail; assembles related material for use by supervisor in answering mail; may answer routine inquiries requiring interpretations of departmental regulations. Prepares outgoing mail.
• Analyzes department operating practices such as recordkeeping systems, forms control, and office layout, to create new systems or revised established procedures.
• Assists in the preparation of department budget and tracks expenditures.
• Records minutes of staff meetings.
• Arranges travel schedules and reservations, prepares travel applications and vouchers.
• Coordinates collection and preparation of operating reports such as time and attendance records, terminations, new hires, transfers, budget expenditures, statistical records of performance data and student information.
• Evaluates work methods, makes suggestions to improve procedures and job efficiency.
• Orders and receives chemicals, cylinders and supplies for teaching and research labs using departmental and research accounts.
• Coordinates with stockroom to check-in and check-out of teaching labs.
• Maintains departmental inventory by counting material, equipment, merchandise or supplies in stock and orders according to department need for business. Contacts appropriate individual for equipment repairs; and performs simple preventative maintenance on office equipment.

MINIMUM REQUIREMENTS:

• Education: High school diploma or equivalent combination of education and experience.
• Experience / Knowledge / Skills: Three years of related experience. Excellent knowledge in business communications, spelling, punctuation, office procedures and excellent proofing skills required. Good computer skills and knowledge needed with ability to demonstrate word processing, spreadsheet and more specialized experience.
• Ability to: Ability to multitask and work cooperatively with others. Ability to work with sensitive information and maintain confidentiality. Ability to organize and set priorities, maintains records, interpret and prepare reports and compose memoranda and letters and excellent communication skills essential.
• Licensing/Professional Certifications: None
• Physical Requirements: None
• Other Requirements: None

PREFERRED EDUCATION / SKILLS/ EXPERIENCE:

Associates or Bachelor s degree preferred. Experience in higher education preferred. Necessary knowledge including budget planning, finance management and understanding of such programs as FAMIS, Canopy and Banner preferred.

SUPERVISION OF OTHERS:

Student workers and graduate assistants.

WHY WORK AT EAST TEXAS A&M UNIVERSITY?

Competitive Benefits & Work-Life Balance:

• Employee tuition assistance for master’s and doctoral programs.
• Comprehensive benefits package including health, dental, vision, life, and long-term disability insurance.
• ETAMU contributes to employee health and basic life insurance premiums.
• 12-15 days of annual paid holidays, plus up to eight hours of paid sick leave and vacation each month.
• Automatic enrollment in the Teacher Retirement System of Texas (TRS), with optional additional retirement plans (ORP).
• Physical wellness program and wellness release time for eligible employees.

Career Growth & Development:

• Access to cutting-edge research opportunities at a designated R2 Research Institution.

Academic Excellence:

• ETAMU is ranked among the top 30% in five online degree programs and offers national recognized academic programs.
• Over 140 degree programs, including nationally ranked online and graduate options.
• First accredited institution to offer a competency-based bachelor’s degree in criminal justice.
• Distance education offerings in Corsicana, Dallas, Frisco, McKinney, Mesquite, Bryan, and online.

State-of-the-Art Facilities:

• Work in advanced facilities such as the 113,470-square-foot Nursing and Health Sciences Building, featuring a state-of-the-art simulation hospital and a 1,300-acre agricultural research farm.

Vibrant Campus Life:

• Engage with over 95 student organizations and 14 NCAA Division I athletic teams, contributing to a thriving campus community.

Prime Location & Growth:

• Enjoy the benefits of working in rapidly growing regions, with abundant career opportunities at six locations across Dallas and Northeast Texas.

Visit us on our social media:

• Facebook, Twitter, Instagram, YouTube, LinkedIn, and ETAMU News

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/Veterans/Disability Employer.