Job Information
Texas A&M University International Administrative Associate in United States
Job Title
International Administrative Associate
Agency
Texas A&M Engineering Extension Service
Department
Emergency Services Training Institute
Proposed Minimum Salary
$18.50 hourly
Job Location
College Station, Texas
Job Type
Staff
Job Description
The Administrative Associate III, under general supervision, provides administrative support and customer service to an individual, team, department, or group within TEEX. Duties include assisting with administrative support to include preparing files, maintaining records and documents, compiling, and verifying information using simple calculations and standard procedures. Inputs data into a tracking database or system. Processes documents or responds to requests for information from internal or external customers by phone or e-mail. May perform general office tasks such as copying, mailing, and ordering supplies and maintaining inventory. Responsible for assisting with class preparation and assisting with the coordination of class schedules, to include classroom reservations and shipping of materials to assigned Instructors.
This position reports to the International Program Director.
Required Qualifications:
High school diploma or equivalent combination of education and experience.
Three years of related experience in general office duties, clerical or customer relations experience.
Fluent in English and Spanish and able to effectively communicate orally and in writing in both languages
Required Licenses/Certifications:
- Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.
Preferred Qualifications:
Minimum of three years’ experience in all TEEX administrative duties.
Associate’s/Bachelor’s/Master’s degree from an accredited college or university.
Three years of experience performing student registration processes.
Three years of experience performing class closure documentation.
Physical Requirements:
Ability to sit/stand for extended periods of time in an office environment.
Ability to communicate verbally and in writing, both Spanish & English.
Regular use of computer/keyboard.
Physical conditioning consistent with maintaining and lifting and/or moving light to moderately weighted office supplies, training materials, academic records, and/or training documents.
Physical conditioning consistent with setting up classrooms. Movement of training equipment.
Knowledge, Skills, and Abilities:
Knowledge of word processing, spreadsheet, and database applications.
Ability to multitask and work cooperatively with others.
Ability to work with sensitive information and maintain confidentiality.
Strong interpersonal and organizational skills.
Skilled at oral communications and presentations.
Ability to effectively communicate both orally and in writing both Spanish & English.
Ability to positively and professionally interact with clients and staff in both Spanish & English.
Knowledge of basic office software and instructional programs.
Skilled in utilizing various learning and active listening strategies.
Ability to comprehend and express information and use inductive and deductive reasoning.
Ability to work independently and use discretion in making decisions in accordance with the TEEX SAPs and / or any other rules determined by TEEX compliance.
Strong attention to detail and accuracy in processing.
Ability to actively demonstrate the TEEX values – Safety, Teamwork, Adaptability, Respect & Stewardship.
Ability to attend professional development opportunities and seek personal growth.
Equipment:
- Continued use of standard office equipment: computer, keyboard, multifunctional printer, telephone.
Notifications:
This position is security sensitive.
This position may require work beyond normal office hours and/or work on weekends.
This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.
All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.
As part of TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Director/HQ Department Head.
Ability to travel independently to other and/or remote locations by driving a personal or TEEX vehicle and/or flying on commercial airlines.
Essential Duties, Tasks, and Percentages:
General Administrative Duties – 85%
Maintains class records.
Responds and answers all inquiries by phone, email, text etc. both in Spanish & English.
Inputs relevant data into TEEX systems.
Responsible for invoicing, maintaining relevant logs, ordering meals for students on site, and interacting with applicable vendors.
Verifies Cooperative Learning Center documentation, preparation, and verification of student certificate documentation.
Performs International Team travel documentation preparation.
Program Support – 10%
- Assists other ESTI programs as directed by the International Program Director and associated staff.
Travel – 5%
- Travels to other TEEX locations as needed.
Other Duties:
- Performs additional duties as assigned.
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.
