Administrative Associate

Posting Details Posting Details Instructions to applicants Job Title Administrative Associate Location Alpine Department Enrollment Management Job No. Position 999701 Posting Date 12/03/2024 End Date Until Filled Yes Appointment Date Salary $36,568 Required Education: Bachelor's degree. Experience: Required: 3 years equivalent experience in executive-level offices, enrollment management, admissions, student life, student affairs, financial aid; or similar public relations and office environments. Equipment/Skills: Required: Knowledge and application of best practices in budget preparation and fiscal management. Skilled in organizing resources and establishing priorities. Advanced knowledge of university business and operating systems, policies, and procedures. Ability to supervise and train Lobo Ambassadors and student employees including organizing, prioritizing, and scheduling work assignments. Advanced verbal and written communication skills. Strong interpersonal skills and ability to work effectively at all levels in a collaborative team environment. Preferred Education: Bachelor's degree with at least two years of coursework in Business Administration, Accounting, or Public Administration. Experience: Preferred: 5 years of experience in budget management, strategic planning, and office administration. Primary Responsibilities Summary This position provides high-level administrative supp01i to the Executive Director for Enrollment Management and will supervise the Lobo Ambassadors and student workers. The Executive Assistant collaborates with key pa1iners in each of the departments reporting under the Enrollment Management Division. Duties: The Administrative Associate will manage the calendar and day-to-day operations of the Enrollment Management office including scheduling appointments, preparing for meetings, and responding to phone calls and emails. May serve on university committees that require a member of Enrollment Management and attend off-campus events to support and provide backup to the Enrollment Management team. Will manage new and renewal contracts for current and potential vendors as well as screen vendor solicitation. The Administrative Associate will process and reconcile purchase orders, procurement card purchases, accounts payable, ordering of all needed supplies, travel advances, and reimbursements. Ensure that all requested information from Admissions and Financial Aid has been received for weekly meetings. Perform administrative work that will require experience in Microsoft Word and Excel. Will organize, attend, draft agendas, and take minutes for all Enrollment Management meetings. Serve as the Enrollment Management website manager, ensuring that all pages related to Admissions and Financial Aid are updated quarterly. Will work in an environment with sensitive and confidential information and will uphold a standard of confidentiality. Responsible for managing, developing, and supervising the Lobo Ambassador program. This will include, interviewing and selecting ambassadors, developing and training initial and ongoing members of the ambassador program, meeting with ambassadors, bimonthly, approving payroll, and providing end-of-term evaluations to all Lobo Ambassadors. Additional duties as assigned. Supervision: Received: Member of the Enrollment Management Division. Reports directly to the Executive Director for Enrollment Management. Given: Direct supervision of Lobo Ambassadors and student workers. Other Information Working Conditions Usual: Office conditions; office hours 8 am - 5 pm Monday through Friday. Weekends and after hours as needed by the Executive Director for university functions. Exempt from overtime provisions. Some travel is required. The position is Security Sensitive. Special: Any qualifications to be considered instead of stated minimums require the prior approval of the Human Resources Director. Revised: November, 2024 Texas Law requires a 60 day waiting period before new state employees are eligible to enroll in health insurance. An Equal Opportunity/Affirmative Action Employer It is the policy of Sul Ross State University to provide equal employment opportunity for all persons in accordance with their individual, job related qualifications and without consideration of race, creed, color, sex, religion, age, national origin, disability, sexual orientation, gender identity, veteran status and ancestry. Equal employment opportunities shall be afforded in all personnel actions or decisions including, but not necessarily limited to, recruitment, hiring, training, upgrading, promotion, demotion, termination and salary. Retaliation is prohibited against a person who opposes a discriminatory practice, files a charge, testifies, assists or participates in an investigative proceeding or hearing. Notice of Availability of the Annual Security & Fire Safety Report The Annual Security & Fire Safety Report is available online at https://srinfo.sulross.edu/udps/ The report contains information regarding campus safety and security including topics such as: campus law enforcement authority; crime reporting policies; campus alerts (Timely Warnings and Emergency Notifications); fire safety policies and procedures; programs to prevent dating violence, domestic violence, sexual assault and stalking; the procedures the University will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in On-Campus Student Housing Facilities; in Noncampus buildings or property owned or controlled by the University or a recognized student organization; and on public property within, or immediately adjacent to and accessible from, the campus. The report also contains fire statistics for any fires occurring in an On-Campus Student Housing Facility during the three most recent calendar years. A paper copy of the report will be provided upon request. If you would like to receive a paper copy, you can contact the Office of Student Life, located on the Alpine Campus in the Morgan University Center, Room 211 or you can request that a copy be mailed to you by calling 432-837-8424 or emailing stulifesulross.edu About SRSU Sul Ross State University Alpine Campus is in the Scenic Davis Mountains of West Texas, is a member of the Texas State University System, is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award Associate, Bachelor's, and Master's degrees, and has an enrollment of approximately 2,000 students of campus in Alpine, Texas. At an elevation of 4,480 feet, and on the periphery of the Chihuahuan Desert, Alpine enjoys mild winters and cool summers. Davis Mountains State Park, Fort Davis National Historic Site, Big Bend National Park, and Guadalupe Mountains National Park are all within one to three hours driving distance from Alpine. The SRSU campuses in Del Rio, Eagle Pass, and Uvalde comprise Rio Grande College. RGC offers upper-level courses leading to bachelor's degrees as well as master's degree programs and works closely with its partner institution, Southwest Texas Junior College, to provide a seamless transition to RGC for their students. All RGC students hold an Associate degree from an accredited institution or they have completed 42 semester credit hours of transferable work. More information is available regarding Sul Ross State University and position openings See http://www.sulross.edu our website. Applicant Documents Required Documents Resume Letter of Intent Optional Documents Letter of Recommendation (1) Transcripts Letter of Recommendation (2) Letter of Recommendation (3) Transcript 2 Transcript 3 Supplemental Questions Required fields are indicated with an asterisk (). Are you willing to work periodic nights and weekends, if needed, for special events supporting student enrollment? Yes No I have special needs outside of the hours of 8:00am - 5:00pm which may prevent me from working these events.