The Office Associate is responsible for performing expert secretarial and clerical duties in an advanced and complex office, works with minimal supervision; may supervise student workers; performs complex administrative support duties required to operate customer services for the Conference & Guest Services office.
Required Education and Experience:
High School Diploma or any equivalent combination of education and experience.
Five years of experience in general office or clerical work.
Required Knowledge, Skills and Abilities:
Working knowledge of spreadsheet, presentation and word processing software programs. Interpersonal and communication skills; basic planning and organizational skills. Keyboarding skills. Ability to multi-task and work cooperatively with others.
Job duties will require the ability to stand, walk, sit, lift/carry/push/pull (moderate lifting), bend/stoop/kneel/squat, talk and hear.
Preferred Education and Experience:
Experience in a customer service setting.
Preferred Knowledge, Skills and Abilities:
Working knowledge of database software, Conference Programmer, Wylbur, OneHouse, IRIS Client & Registration, Front Desk, Compass, FAMIS, FileZilla, and Frontier.
Directs, supervises and manages the daily office operation for Conference and Guest Services and provides office support for Residence Hall Tour Coordinator and Tour Guides. Performs general office duties; provides excellent customer service to office guests, answer phones for Conference & Guest Services and the Tours office and relays messages, handles and distributes mail, answers emails, scans documents for Conference & Guest Services and the Tours office. Maintaining supervisor s (Coordinator of Conference & Guest Services) daily calendar on MS Outlook; maintains office record files; drafts, proofreads, corrects, and produces correspondence, forms, and payroll and financial data; submits publication orders; coordinates and schedules meetings with staff and conference sponsors. Assigns and signs out office keys, sets up meeting rooms, creates work orders for office needs, orders supplies for Conference & Guest Services and the Tours office, and helps maintain tour office and desk needs. Prepares cover letters and creates spreadsheets for residence hall group assignments and lists of conference sponsors and dates for each group. Distributes a conference date list and alphabetical list of conference groups on a regular basis to departmental and university staff and distributes the final conference list campus wide prior to the summer. Creates reports of non-student guests. Provides occasional desk coverage at the reception desk for F&O, NAO, and/or CAO when needed.
Maintains a large database on Conference Programmer/StarRez by updating, compiling and adding conference group records throughout the year. Works with DoIt and Seattle Tech to upload new buildings/rooms/keys. Creates housing contracts for each camp/conference/apartment. Makes building and room assignments. Verifies billing accounts and creates new accounts using the FAMIS system. Creates billing file feeds and verifies account feeds for FAMIS system using Conference Programmer/StarRez and FileZilla. Maintains and inputs summer conferences and groups into a web based software; IRIS Registration/Client. Utilizes the Key Database to verify information in Conference Programmer/StarRez and maintain key inventory. Utilizes Wylbur to verify invoices for Continuing Education. Utilizes OneHouse for billing purposes.
Answers the telephone; communicates with and responds to questions and requests for assistance from conference sponsors by providing prompt, efficient and courteous service and assistance; and greets visitors to the office. Interacts and communicates with people of various backgrounds. Prepares and distributes materials for over 100 conferences and 17,000 guests (brochures, forms, flyers, correspondence to sponsors and university staff). Provides clerical assistance to Community Directors with responsibilities of staff selection, training and hall preparation. Answers questions through emails and phone calls regarding NSC housing, Continuing Education, Aggie Hostel, Guest Apartments, and Tours. Supports the Guest Apartment program by taking applications, answering guest apartment emails, setting up check in/out times with apartment staff, providing orientation materials to guests, notifying staff of the move in / out dates and time, and creating work orders as needed when apartments are empty.
Assists with the coordination of schedules for New Student Conference orientation programs, special housing requests and development and revision of materials for these programs. Sets up appreciation dinners for tour guide staff and assists with planning and set-up of Aggieland Saturday in February and Freshman Information Day in the Fall. Maintains the budget spreadsheet and helps with planning the next year s budget. Processes and assigns access cards through Frontier/Matrix software and Conference Programmer/StarRez. Activates and deactivates access cards for staff and non-staff through the Frontier system. Works with campus constituents regarding access card replacement and inventory.
Hires, supervises and trains student office assistants. May train and evaluate other staff and student workers in Conference Programmer/StarRez and FrontDesk programs. Approves timesheets for student staff using TimeTraq. Works with Tour Coordinator involving Tour Guide payroll. Acts as a backup for payroll functions during absences. Works with the HR Coordinator on updates to the position descriptions for the student office staff. Ensures the student office staff reads and signs their position description annually during the evaluation period and completes the required workplace trainings.
Serves as the key and/or card access manager for assigned area. Responsible for work orders related to keys and access cards as needed, assists in maintaining accurate key and access card inventory for assigned area, and for policies and procedures outlined in Department key manuals.
Serves on department, division and university committees. Participates in staff in-services, workshops, meetings and training as required. Advances the philosophy of multiculturalism and actively promotes diversity and the uniqueness of each individual. Other duties as assigned.
Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.
Texas A&M University is dedicated to the discovery, development, communication, and application of knowledge in a wide range of academic and professional fields. Its mission of providing the highest quality undergraduate and graduate programs is inseparable from its mission of developing new understandings through research and creativity. It prepares students to assume roles in leadership, respons...ibility, and service to society. Texas A&M assumes as its historic trust the maintenance of freedom of inquiry and an intellectual environment nurturing the human mind and spirit. It welcomes and seeks to serve persons of all racial, ethnic, and geographic groups, women and men alike, as it addresses the needs of an increasingly diverse population and a global economy. In the twenty-first century, Texas A&M University seeks to assume a place of preeminence among public universities while respecting its history and traditions.