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Administrative Associate III

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Posting Details

Position Information

Posting Number S365PO
Position Title Administrative Associate III
Job Description

The start date for this position is September 1, 2017 or later.

This is the main administrative position in the School of Music. Acts as administrative assistant to director of the WTAMU School of Music; supports a faculty of 29 full time faculty members, plus part time faculty, and 12 graduate assistants and about 25 student employees. Serves as first point of contact for prospective students and parents, members of the public and other university departments; oversees Music Master Calendar and recital hall bookings; completes payroll paperwork; serves as department approver for staff timecards, and manager for student employee timecards; completes requisitions, bid requests and travel vouchers; makes purchases with procurement card; prepares and tracks CIEQ evaluation packets; prepares weekly department newsletter and performs other marketing related tasks.

Work performed includes:

Responds to inquiries by phone, in person and via email from prospective students and parents, School of Music students and faculty, and faculty/staff from other university departments.

Operates copy machine, computer, printers, fax and other office equipment; pays rental fees for copiers and arranges for repairs and servicing; handles mail.

Orders office supplies, music, books and musical instruments including majority of department’s annual HEAF purchases; makes purchases and pays bills via requisitions and procurement card; allocates procurement card purchases; assists with some bid requests; completes majority of requisitions and travel vouchers handled by department; handles money and makes deposits.

Acts as department approver for staff timecards and enters timecard hours for most of the department’s student employee timecards (average of 25 student employees working in half a dozen different areas of School of Music).

Completes special pay related paperwork for School of Music including payroll change forms and professional service agreements for piano accompanists, guest artists, piano tuners, and serves as back up to do payroll for all faculty and employees at summer camps; handles paperwork for annual terminations/rehiring for GAs, PTIs, etc.

Prepares weekly one page department newsletter and assists with various other marketing related tasks

Posts open student employee positions, handles and reviews applications, hires for several positions, supervises several student workers directly and coordinates scheduling for 10 to 12 other students workers supporting events in recital halls

Maintains Music Master Calendar and handles all bookings for Northen Recital Hall and Fine Arts Complex Recital Hall including student/faculty rehearsals and recitals, seminar/classes in recital halls, and special events for School of Music and other campus organizations; takes payments and issues interdepartmental requisitions to collect recital hall booking fees; assists faculty with booking classrooms for special events.

Assists, as needed, the scholarship co-coordinator with notifications and paper work with scholarship office.

Other duties as assigned.

Necessary Qualifications

High School diploma or equivalent combination of education and experience.

At least three years of secretarial/office administration experience or related experience.

Use computers for correspondence, document design, spreadsheets, email, mail merges, etc. (MS Word, Excel, Outlook required).

Broad knowledge of office operations: mail handling; ordering office supplies; operating FAX machine/copy machine/multi-line telephone/printers; calendaring; purchasing; budgeting and/or bookkeeping.

Excellent public relations skills and oral/written communication.

High organizational skills and high attention to detail.

Minimum Skills Required No Minimum Skills Test Required
Preferred Qualifications

College degree.

Four or more years of secretarial and/or office administration experience or two or more years of experience as an office manager.

Previous experience working independently and supervising student employees; supervisory experience including some hiring experience and/or basic timecard and payroll experience.

Intermediate to advanced experience with databases.

Experience using Datatel or equivalent software.

Retail sales and/or money-handling including fund collection and deposits.

Familiarity with music and music terminology; technical writing and/or experience with advanced business correspondence.

Basic graphic design experience.

Background in event organization and booking/calendaring.

Knowledge of travel booking and travel imbursement paperwork.

Experience tracking budgets with spreadsheets and/or software.

Experience with government purchasing procedures (i.e. requisitions, bid requests, etc.)

Making and allocating purchases with company credit card including office supplies and equipment.

Previous work experience in higher education setting, particularly areas like office administration, scholarships, admissions, recruiting.

Special Instructions to Applicants

Applicants must upload cover letter and resume when applying.

A criminal history report will be obtained on position finalists.

Texas law requires that males age 18 through 25 be properly registered with the Selective Service System in order to be eligible for employment.

West Texas A&M University is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer.

Pay Rate $22,716 to $23,232; salary is commensurate with education and experience.
Pay Basis Annually
Job Category Clerical/ Secretarial
Job Type Full-Time

Posting Detail Information

Open Date 08/09/2017
Close Date
Open Until Filled

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents