Administrative Associate V, Health and Behavioral Sciences

Job Title

Administrative Associate V, Health and Behavioral Sciences

Agency

Texas A&M University - San Antonio

Department

Department of Health and Behavioral Sciences

Proposed Minimum Salary

$17.50 hourly

Job Location

San Antonio, Texas

Job Type

Staff

Job Description

The Administrative Associate for the Department of Health and Behavioral Sciences provides advanced administrative support to the department chair, faculty, staff, and students to ensure the efficient operation of the department. This position serves as the department's primary point of contact, manages daily office operations, coordinates departmental activities, supports financial and procurement processes, and assists with faculty, staff, and graduate student hiring. The Administrative Associate collaborates closely with other Administrative Associates in the College of Arts & Sciences and works independently while handling sensitive information with discretion. The ideal candidate is highly organized, detail-oriented, customer-focused, and able to manage multiple priorities while ensuring compliance with university policies and procedures.

Salary: $17.50 hourly
 

This is not a remote position. The selected candidate will be required to work on campus.

Hours: Monday -Friday: 8AM - 5PM

Responsibilities:

Customer Service & Communication

• Serve as the primary contact for the department, responding to inquiries and providing excellent customer service.

• Act as a liaison with university offices, including the Provost's Office, Graduate College, Registrar, Human Resources, Facilities, Finance, and IT.

• Route calls, visitors, and requests to appropriate personnel.

Office & Department Operations

• Coordinate departmental meetings, prepare minutes, track action items, and manage calendars and room reservations.

• Organize special events, guest visits, travel arrangements, and departmental communications.

• Maintain office supplies, equipment, records, and departmental assets.

• Monitor deadlines and prepare documents, reports, surveys, and correspondence, including Adobe Sign routing.

Financial & Procurement Support

• Process purchases, invoices, reimbursements, procurement card reconciliations, payroll reports, and budget documentation.

• Track departmental expenditures and assist faculty with travel, purchasing, and internal grant accounts while ensuring compliance with university policies.

Hiring & Personnel Support

• Support faculty, staff, and graduate student hiring by coordinating postings, applicant materials, interviews, appointment documents, onboarding, and hiring approvals.

• Maintain confidential personnel records and assist with renewals, terminations, teaching assistant appointments, stipend processing, and international hiring documentation.

Other Duties: Perform other duties as assigned in support of departmental operations.

Required Education and Experience:

• High school diploma or equivalent combination of education and experience.

• Five (5) years of related experience.

Preferred Education and Experience:

• Associate’s or Bachelor’s degree.

• Administrative experience in a higher education academic setting preferred.

• Experience with hiring processes.

• Experience with payroll and financial systems.

Knowledge, Skills, and Abilities:

• Strong organizational and time management skills.

• Excellent verbal and written communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with university administrative software (e.g., Concur, Jira, Canopy).

• Ability to work independently and collaboratively in a fast-paced environment.

• Strong attention to detail and problem-solving abilities.

Supervision of Others: This position may supervise student workers.

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 background check. For questions please contact Dr. Amy Bohmann Chair of the Department of Health and Behavioral Sciences at [email protected]

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/Veterans/Disability Employer.