Administrative Associate

Job Title

Administrative Associate III (National Center for Infrastructure Transformation - NCIT)

Agency

Prairie View A&M University

Department

Department of Civil Engineering

Proposed Minimum Salary

Commensurate

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

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Important Immigration information:

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

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The salary is determined in accordance with the University’s compensation structure and will be commensurate with the candidates’ education and experience, within the assigned salary range for this position.

This positions, under general supervision, provides complex administrative support work to the newly awarded National Center for Infrastructure Transformation (NCIT).

This position is funded by a grant or restricted funds. Continued employment is contingent on the renewal of grant or restricted funding.

Responsibilities:

• Provide excellent professional customer service to students, faculty, staff, and the public. Performs word processing, desktop publishing, presentation, and data management activities, and assists staff with the use of these applications. Composes correspondence, reports, publications, and presentations, including editing and proofreading. Creates and maintains spreadsheets and databases. Researches and analyzes administrative requirements for specific programs or projects. Provides technical information regarding administrative procedures, services, or programs.  Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies.

• Maintains a variety of fiscal and administrative records. Posts information to the Center records and modifies forms or records. Verifies, processes, and reviews forms, reports, and other documents. Arrange for meetings, appointments, conferences, and travel. May set up meetings, seminars, and other dedicated events to include facilities, equipment, and food. Take minutes and prepare documents for scheduled meetings.

• Implement inventory controls and maintain office supplies, equipment, and forms. Maintains office reference materials including online office materials. May perform mail services.  May deliver, pick up, or receive cash payments, documents, supplies, equipment, or materials.

•  Prepare appropriate hiring forms for staff and students. Prepare and manage Workday, Payroll, and Time & Effort actions regarding staff and students. May coordinate activities and assign work to student hourly assistants and support staff. May participate in the interviewing process, training, and supervision of student hourly assistants and various staff personnel.  Assist in the evaluation procedures, including collecting data and preparing monthly and annual reports. Prepare office paperwork related to hiring, payroll, travel authorization, travel reimbursements, purchases, compiling monthly pro-card report, etc.

• Recommend and implement office procedures to improve current office practices. Participate in staff development training workshops and courses to improve skills. 

• Perform other duties as assigned.

Required Education & Experience:

• High school diploma or equivalent.

• Three years of related experience.

Required Knowledge, Skills & Abilities:

• Knowledge of word processing, spreadsheet, and database applications.

• Ability to multitask and work cooperatively with others.

• Strong verbal and written communication skills.

• Ability to work with sensitive information and maintain confidentiality.

• Strong interpersonal and organizational skills.

Preferred Qualifications:

• Bachelor's degree in a transportation related major/discipline.

• Over three years of experience working as an office administrator supporting either a public, private, or educational entity.

Job Posting Close Date:  

• Until Filled

Required Attachments: 

Please attach all required documents listed below in the attachment box labeled as either “Resume/CV or Resume/Cover Letter” on the application. Multiple attachments may be included in the “Resume/CV” or Resume/Cover Letter” attachment box.  Any additional attachments provided outside of the required documents listed below are considered optional. 

• Resume or Curriculum Vitae 

• Cover Letter 

Application Submission Guidelines:  

All applicants are required to apply via our Career Site on or before the closing date indicated on the job posting. Applicant inquiries received via email and websites such as Indeed, HigherEdJobs, etc. will not be considered unless the individual has applied to the available position via the PVAMU Career site. 

The required documents listed in the above "Required Attachments" section must be attached to the application prior to the job closing date indicated to ensure full consideration for the application submitted. Please contact the Office of Human Resource on or before the closing date indicated above at 936-261-1730 or jobs@pvamu.edu should you need assistance with the online application process. 

Background Check Requirements: 

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.