Administrative Associate IV – Biological Sciences

Job Title

Administrative Associate IV – Biological Sciences

Agency

Tarleton State University

Department

Biological Sciences

Proposed Minimum Salary

$16.83 hourly

Job Location

Stephenville, Texas

Job Type

Staff

Job Description

The Department of Biological Sciences (http://www.tarleton.edu/biology/) , housed in the College of Science and Math, is seeking a detail-oriented Administrative Associate IV to provide high-level support in a dynamic academic environment, ensuring the seamless operation of department activities and programs

The Administrative Associate IV plays a key role in providing advanced-level secretarial and administrative support for the Department of Biological Sciences within the College of Science and Mathematics. This position is responsible for coordinating daily office activities and administrative tasks, ensuring smooth workflow and effective communication. The role also involves managing and resolving complex, sensitive, and confidential issues while offering expertise in organizational planning and problem-solving.

This is a full-time, in-person position located on Tarleton’s main campus in Stephenville, Texas. Work hours: Mon-Fri; 8 AM-5 PM or as work requirements indicate; Some evenings and weekends may be required pending scheduled activities. Requires the ability to work remotely at the University’s discretion

Responsibilities:

-20% Department Head Support: Maintains knowledge about department proceedings to support decision-making in the absence of the department head. Maintains the daily business proceedings of the department. Responsible for processing paperwork for hiring of adjunct faculty and working closely with Human Resources and the department head to process the hiring of regular faculty. Enters changes to class schedule and coordinates with Department Head, departmental scheduler, and Registrar. Acts as liaison between the department, Employee Services, Provost, Registrar, Payroll and other campus offices. Maintains training. Assists in maintaining the departmental website.

-20% Ordering: Orders consumable laboratory supplies as needed for teaching and research, such as cell cultures and living or preserved specimens needed for teaching and research laboratories. Order non-consumable laboratory supplies including microscope slides, microscopes, and other instrumentation. This equipment must be inspected on arrival and recorded into a database before delivery to the appropriate faculty member or laboratory. Stocks the teaching stockrooms. Orders equipment and supplies for faculty research. Maintains inventory of all office supplies for the department, including ordering copy paper and toner.

-20% Reception and Office Support: Performs reception duties which include, but are not limited to, giving directions, answering questions, and assisting visitors with a wide variety of inquiries. Picks up, sorts, and distributes departmental mail twice daily. Maintains departmental records in accordance with federal, state, System, and university compliance and retention. This includes filing paperwork for major students as well as all personnel paperwork, payroll forms, incoming memos and correspondence, and other miscellaneous departmental paperwork.-10% Faculty and Staff Support: Assists faculty with travel expense reimbursement. Copies and collates tests and handout materials for various faculty members in the department. Files and submits graduate student forms such as applications for candidacy, committee appointments, and comprehensive exam reports. Proofread all material for typographical, spelling, and grammatical errors before forwarding. Occasionally accesses and prints unofficial transcripts and degree plan audits for advisors.

-10% Student Worker/GA Support: Initiates and submits all paperwork requesting and appointing graduate teaching assistants. Completes paperwork to hire student workers. This includes compiling all necessary documentation, completing appropriate personnel forms, and maintaining personnel files. Responsible for directing student employees to Workday for online time input. Responsible for submitting timely bi-weekly submissions for Payroll processing.

-10% Accounting: – Properly set up and maintain vendor accounts for ordering consumable and non-consumable supplies. Follow all university guidelines related to purchasing. Accurately process orders using correct account numbers. Accurately document expenditures related to specific courses and faculty research.

-5% Student Support: Responds to basic inquiries about our programs or facilities without faculty assistance.

-5% Performs other duties as assigned.

Education and Experience:-High school diploma or equivalent combination of education and experience-Four years of general clerical or office experience.

Knowledge, Skills, and Abilities:-Knowledge of word processing, spreadsheet, and database applications

-Effective verbal and written communication skills

-Strong interpersonal and organizational skills-Ability to multitask and work cooperatively with others

-Ability to work with sensitive information and maintain confidentiality

Salary:

Commensurate with experience

The target base hourly rate is $16.83 and may be negotiable based on funding availability and candidate experience/skillset in relation to the minimum requirements of this position. Tarleton State University offers a career filled with purpose and opportunity in addition to competitive wages. As part of the Tarleton family, the following benefits are also available to full time and qualifying part time employees:

Educational Benefits – employee perks that help enrich, grow, and foster career and professional development:

Family Education Benefit (Tuition Scholarship) (https://www.tarleton.edu/scholarships/employees/) – scholarship opportunities for Tarleton employees, their spouses, or their dependents available after 6 months of continued full-time employment. Click the link to learn more about this incredible Texan benefit!

Doctoral Educational Assistance (https://www.tarleton.edu/hr/doctoral-edu-guidelines/) – Full-time budgeted employees at all A&M System Universities, Agencies, and System Offices are qualified for reimbursement of tuition and mandatory fees. Eligibility: This program is applicable to the pursuit of a first doctorate degree only to full-time, budgeted employees who have been in a position no less than 2 long semesters. Click the link for additional details!

Employee Health, Wellness, and Financial Planning (https://www.tarleton.edu/hr/benefits/)

Fully covered employee health insurance

Reimbursement of Insurance Premium Deductions! The State of Texas contributes to eligible employees’ insurance coverages as of the 1st day of the month following 60 days of employment in an eligible position. For those who elect coverage PRIOR to the first of the month after 60 days of employment, Tarleton State University will reimburse employees the State contribution towards health coverage during those first 60 days.

Dental insurance

Vision insurance

Retirement and Insurance programs

Paid Leave (https://www.tarleton.edu/hr/benefits/)

Tarleton employees enjoy one of the greatest PTO packages in the area!

Paid sick leave

Holiday pay

Vacation

Longevity pay

Paid Birthday Leave – Tarleton State University awards all leave-eligible employees paid time off for their birthday!

Other

Complimentary tickets to all Athletic and Performing Fine Arts events!

Tarleton Employees enjoy two complimentary general admission tickets for athletics and performing fine arts events on campus! Join Texan Nation on the bleachers or in the auditorium.

Employee Wellness Release Time

Staff Gym Membership Discount with Campus Recreation

and other Tarleton Discounts

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.

Founded in 1899, Tarleton State University a founding member of The Texas A&M University System, has a rich history and tradition through generations that have inspired educational excellence. Tarleton maintains a commitment to transformational student experiences and career readiness supported by engaged faculty, staff, and alumni mentors. Tarleton State University is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), earned the prestigious designation of Doctoral Universities: High Research Activity by the Carnegie Classification of Institutions of Higher Education, and is a member of the NCAA Division I, Western Athletic Conference.

Strategic Planning for the Next Decade – Tarleton Forward 2030 (https://web.tarleton.edu/tarletonforward/)

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Employee Services (https://www.tarleton.edu/hr/index.html)

Benefits

University Leadership (https://web.tarleton.edu/president/)

Research and Economic Development

Traditions and History (https://www.tarleton.edu/traditions/index.html)

Tarleton State University is an Equal Opportunity/ Affirmative Action/ Veterans/ Disability Employer. If you have questions about submitting your application, please contact employment@tarleton.edu .