Administrative Associate

Job Title

Administrative Associate IV (Psychology)

Agency

Prairie View A&M University

Department

Department Of Psychology

Proposed Minimum Salary

Commensurate

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

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. 

Works under general supervision, coordinates and administers complex administrative, fiscal, personnel, academic, and operational activities for the Department of Psychology (both the bachelor’s and graduate programs). Serves as the primary administrative resource for departmental operations by independently coordinating multiple administrative functions, interpreting university policies and procedures, administering departmental business processes, and ensuring compliance with institutional requirements. Exercises independent judgment in prioritizing work, resolving administrative issues, coordinating departmental operations, and supporting departmental leadership.

Responsibilities:

Administrative Operations

• Coordinates daily administrative operations and business functions of the Department of Psychology.

• Coordinates and recommends improvements to administrative procedures and workflows to promote operational efficiency.

• Interprets, communicates, and applies university policies, procedures, and administrative guidelines.

• Serves as the primary administrative liaison between the department and university administrative offices.

• Independently prioritizes and coordinates multiple assignments while ensuring compliance with university deadlines and requirements.

Fiscal Administration

• Coordinates departmental financial transactions, including purchasing, travel, reimbursements, payroll, budget transfers, and related fiscal activities.

• Monitors departmental budgets, reconciles expenditures, and maintains fiscal records in accordance with university policies.

• Coordinates administrative activities associated with grants, contracts, and other externally funded initiatives.

• Assists departmental leadership with budget tracking, reporting, and financial documentation.

Personnel and Academic Administration

• Coordinates personnel actions including recruitment, hiring, onboarding, appointments, workload documentation, and employment transactions.

• Coordinates academic administrative processes including course scheduling, faculty assignments, graduate assistant appointments, and student employment.

• Maintains confidential personnel, student, and departmental records in compliance with university policies and applicable regulations.

Project and Program Coordination

• Provides administrative coordination for departmental strategic initiatives, accreditation activities, academic program development, curriculum revision projects, assessment activities, and program reviews.

• Monitors project timelines, prepares administrative reports, and coordinates documentation supporting departmental initiatives.

• Collects, analyzes, and compiles administrative data to support departmental planning and reporting.

• Coordinates administrative activities associated with externally funded grants and institutional initiatives.

Communication and Customer Service

• Serves as the primary point of contact for faculty, staff, students, university administrators, and external constituents.

• Responds to complex inquiries requiring interpretation of university policies and administrative procedures.

• Prepares correspondence, reports, presentations, meeting materials, and official departmental communications.

Event and Meeting Coordination

• Coordinates departmental meetings, workshops, conferences, faculty recruitment activities, trainings, and special events.

• Coordinates facilities, travel, equipment, and logistical support for departmental activities.

Records Administration

• Maintains official departmental records, databases, electronic filing systems, and administrative documentation.

• Ensures compliance with university record retention requirements and reporting deadlines.

Supervision

• Provides guidance and work coordination for student employees and other assigned support personnel.

Other Duties:

• Performs other duties as assigned.

Required Education and Experience:

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

• Four years of related experience.

Required Knowledge, Skills and Abilities:

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

• Ability to multitask and work cooperatively with others.

• Strong verbal and written communication skills.

• Strong interpersonal and organizational skills.

• Ability to work with sensitive information and maintain confidentiality.

Preferred Qualifications:

• Associate's degree in business administration, public administration, higher education administration, or a related field.

• Five years of responsible administrative support experience.

• Two years of administrative experience in higher education, preferably supporting an academic department or college.

• Experience with university administrative systems (e.g., Workday, Banner, Concur/Emburse, Aggiebuy, or similar enterprise systems).

• Knowledge of and commitment to the mission of Historically Black Colleges and Universities (HBCUs) and supporting student success in an academic environment.

• Demonstrated ability to coordinate multiple projects, prioritize competing deadlines, and exercise independent judgment.

• Experience coordinating budgets, purchasing, travel, payroll, or personnel processes in a higher education environment.

• Excellent written, verbal, organizational, and interpersonal communication skills.

Job Posting Close Date:

• 09/15/2026

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.