Administrative Associate Sr. 499767 - Available to Current LU Employees Only
Position Type: Staff
Position Number: 20112172
Job Summary/Basic Function: General Duties:
Provides general administrative and clerical support for the Department of Communication and Media, including filling, copying, faxing, word processing establishing and maintaining electronic records and files
Composes error-free memo/correspondences
Responds to written and/or oral inquiries as directed
Assist student workers with daily tasks as needed, including phone calls, welcoming visitors, dispersing mail, and acts as courier for on-campus deliveries and pickups
Monitors office supply inventory, order, and receiving process
Coordinates the general maintenance of office equipment and facilities as necessary
Plans and implements the establishment of an organized filing system for efficient retrieval of documents, forms, records, etc.
Maintains all computer and paper records and always ensures their confidentiality (i.e., travel forms, vendor forms, etc.)
Performs other duties as assigned by the director in support of both departments' missions and visions, as well as the University in general
Provides full administrative and event planning and programming support to the director
Meet on a regular basis with the chairs for one-on-one meetings and provide project and event updates
Represents the Office as may be requested by the director
Make travel arrangements as needed for conferences, workshops, etc.
In collaboration with the chair and the college PR person, coordinates the development, planning, and printing of marketing and publicity materials
Keep track of events taking place at Lamar University utilizing the on-line university calendar
Provides general administrative and clerical support Specific Essential Duties:Forms:
Enters and track purchase requisitions in a timely manner
Uses Microsoft Office applications in the creation and maintenance of office documents, letters, forms, etc.
Distributes and receives various forms and correspondence from administrators, faculty and students in a timely manner and ensures accuracy and correctness Programming support:
Coordinates and manages all the pre-and post-logistical planning and implementation of activities associated with departmental programs and events
In collaboration with the chairs, secure/reserve locations for programs/events, both internally and externally
Assist with event set up and take down Meetings:
Record minutes of meetings, transcribes/types and disseminates error-free copies of minutes in a timely manner to the director and stakeholders
Actively participates in all staff and planning meetings as a member of departmental staff for both areas (i.e., attend meetings, taking minutes etc.)
Schedules meetings for Department Chairs and manages appointment calendars
Assists with preparing agenda for upcoming meetings and disseminate via email to stakeholders Social Media:
Using CMS, update and maintain the department websites
Maintain the social media pages: Twitter, Instagram, and Facebook Payroll: Compiles F3.2s for adjuncts and full time faculty Compiles and processes hiring packets for both departments Budget:
Monitors and regularly reconciles departmental budgets/accounts and promptly advise the director of any present and/or potential problems
Prepares budget reports (weekly and monthly) Publicity:
Take pictures at events as needed
Promote events on campus digital signage and other outlets (physical and social media) Other duties and tasks may be assigned to meet the needs of the ever-changing students, program and office needs in order to promote and advance diversity, equity, and inclusive excellence on campus and in the community.
Minimum Qualifications: Education:
H.S. Diploma or GED, 3 years experience in an office setting.
Experience with MS Office Suite, internet, email, and social media platforms.
Experience using office machines.
Ability to process office paperwork (memos, Purchase Orders, travel and vendor forms, etc.).
Ability to communicate via ASL preferred
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.
Lamar University is an affirmative action/equal opportunity employer. It is the policy of Lamar University not to discriminate on the basis of non-relevant criteria including, but not limited to race, color, religion, sex, sexual orientation, gender identity and expression, national origin, age, disability, or veteran status in its educational programs, activities, admissions or employment practices.
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Home to more than 14,000 students, Lamar University is one of the fastest growing universities in Texas and is a member of The Texas State University System. LU offers more than 100 programs of study leading to bachelor’s, master’s and doctoral degrees. The 270-acre campus in Beaumont is about 90 miles east of Houston and about 25 miles west of Louisiana