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Administrative Associate Sr. - Pooled Position

Company: Lamar University
Location: Beaumont
Posted on: May 18, 2019

Job Description:

Posting Details Position Information Posting Number 20111755 Position Title Administrative Associate Sr. - Pooled Position Template Title Position Type Staff Position Number Department Human Resources Dept Position Summary Information Job Summary/Basic Function BRIEF DESCRIPTION: Performs advance secretarial and administrative support functions in a department or work unit. Incumbents in this position may be required to use and be familiar with specialized terms, practices or systems. ESSENTIAL FUNCTIONS: Note: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Additionally, please be aware of the legend below when referring to the physical demands of each essential function. (S)Sedentary-Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time. (L)Light-Exerting up to 20 lbs. occasionally; 10 lbs. frequently; or negligible amounts constantly; OR requires walking or standing to a significant degree. (M)Medium-Exerting 20-50 lbs. occasionally; 10-25 lbs. frequently; or up to 10 lbs. constantly. (H)Heavy-Exerting 50-100 lbs. occasionally; 10-25 lbs. frequently; or up to 10-20 lbs. constantly. (V)Very Heavy-Exerting over 100 lbs. occasionally; 50-100 lbs. frequently; or up to 20-50 lbs. constantly. Essential Functions: Provides complex administrative support to department or work unit. Interprets and explains policies and procedures and resolves problems or complaints as necessary. (1-Sedentary-30%) Provides customer service by greeting and assisting customers; taking incoming calls and routing calls to the correct office or person; copying and distributing messages within the office; and answering questions from students, faculty, staff and the public. Develops and maintains a positive customer service orientation.(2-Sedentary 30%) Maintains and reconciles budgets for department or unit. Monitors expenditures and performs simple analysis on accounts. Researches discrepancies and prepares special and recurring reports. Creates and maintains records and filing systems for technical, financial and project files. Maintains department or unit filing systems by updating files with new information; retrieving information and files as requested; ensuring security of personnel files; ensuring confidentiality of information; following guidelines for the destruction and removal of files and confidential employee information; and tracking files and information as appropriate. (4-Sedentary-20%) Plans and arranges conferences, meetings, and related accommodations. Type's letters, memos, registration forms, badges, etc for conferences and/or meetings. Compiles and disburses information for meetings. Performs related duties by serving as travel coordinator; arranging catering for special events. (4-Sedentary-20%) Prepares monthly budget reports; preparing university documents; supervising student workers, to include hiring and training, assigning and overseeing daily duties and special projects, and handling discipline issues; maintaining inventory reports; and acting as a courier for transport of mail and supplies to/from on-campus centers, departments, and offices. May supervise, monitor, coordinate or provide training for staff. Prepares paperwork related to specialized functions of the department or unit. Researches, summarizes and analyzes information. Calculates statistics and compiles data. Minimum Qualifications JOB REQUIREMENTS: (Description of Minimum Job Requirements) Formal Education: Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with a two year associate's degree, diploma or equivalent from a college, technical, business, vocational, or correspondence school. Appropriate certification may be awarded upon satisfactory completion of advanced study or training. Experience: Over three years up to and including five years of secretarial/clerical experience. Supervision: Position typically includes work that requires the direction of occasional, non-regular employees, including student assistants, work study students, seasonal employees, interns, and part-time hourly employees. Human Collaboration Skills: Work requires contacts with coworkers from other organizational units of the University, primarily non-department heads, and students, vendors, and the general public. Resourcefulness is required to reach or adjust working agreements within departmental procedures and operating needs. Tact and judgment are requirements in obtaining or giving information of a confidential nature. Freedom to Act: Receives Direction: This job title normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed upon completion. Technical Skills: Skilled: This job title requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization. Fiscal Responsibility: Maintains and reconciles budgets for department or unit. Monitors expenditures and performs simple analysis on accounts. Researches discrepancies and prepares special and recurring reports. Reading: Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study. Math: Intermediate - Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study. Writing: Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study. EEO Statement Lamar University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status. Veteran's Preference Statement Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003. Preferred Qualifications Security Sensitive Statement This position is security-sensitive and thereby subject to the provisions of the Texas Education Code --51.215, which authorizes the employer to obtain criminal history record information. Salary Varies by Department Work Hours Application Information Posting Date 05/02/2019 Close Date Open Until Filled Yes Special Instructions This position will be used to provide secretarial/clerical support to any department on campus on a temporary, as needed basis. Benefits will not be offered for this position. Posting Specific Questions Required fields are indicated with an asterisk (). Are you claiming Veteran's Preference in accordance with Texas Senate Bill 805, Section 657.003? FAILURE TO EMAIL THE FOLLOWING REQUIRED DOCUMENTS PER THESE INSTRUCTIONS MAY IMPACT VETERAN'S PREFERENCE: To claim Veteran's Preference under the law you must be: (1) a veteran, including a veteran with a disability; (2) a surviving spouse of a veteran killed on active duty who has not remarried; or (3) an orphan of a veteran if the veteran was killed while on active duty. If claiming Veteran's Preference, you MUST immediately email to jobs4vetslamar.edu your specific supporting documentation at the time of application such as the DD Form 214 (member 4 copy), AND, if applicable, the Dept of Veteran's Affairs Verification of Disability Benefits Letter if claiming a service related disability, a DD Form 1300 to include qualifying Death, Birth, and Marriage Certificates if claiming surviving spouse/orphan. Your email MUST also include your name, position number, job title and the department for each position you are applying for. Documents received after a position closes will not be accepted. Yes No Please indicate the highest level of education you have completed. High school diploma or GED Some College Associate's Degree Bachelor's Degree Master's Degree PH.D Other Terminal degree In what area(s) did you receive your degree(s). (Open Ended Question) The Texas Higher Education Coordinating Board (THECB) maintains a list of Institutions Whose Degrees are illegal to Use in Texas. You can search for your institution on the THECB website at: http://www.thecb.state.tx.us/index.cfm?objectid3D2801D0-1C9F-11E8-BC500050560100A9. Copy and paste this link into a web browser in order to search under "Fraudulent or Substandard Institutions" for your college/university attended for your degree. Please check your answer BEFORE you submit your application. HR is not responsible for checking your answer nor resubmitting your application back into the pool if you do not answer this question correctly.As part of your educational qualifications for this position, are you claiming a degree from any of the institutions listed on the THECB website referenced above? Yes, my institution IS on this list & IS Not accredited. No, my institution is NOT on this list & IS accredited. How many years of secretarial experience do you have? More than 5 years 3 to 4 years 1 to 2 years Less than 1 year How many years of experience using Banner Student and Banner Finance systems? List the system and years of experience. (Open Ended Question) Please rate your knowledge and experience of MS Office Suite (Word, Excel, PowerPoint, Access, Outlook). Beginner - Knowledge of MS Office Programs (Word & Excel) Intermediate - Knowledge of MS Office (Word, Excel, & PowerPoint) Moderate - Knowledge & Experience with MS Office Suite (Word, Excel, PowerPoint & Access) Expert - Knowledge & Experience using MS Office Suite (Word, Excel, PowerPoint, Access, Outlook)) Applicant Documents Required Documents Resume Optional Documents Letter of Interest Unofficial Transcript 1 Miscellaneous

Keywords: Lamar University, Beaumont , Administrative Associate Sr. - Pooled Position, Administration, Clerical , Beaumont, Texas

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