Administrative Associate II

  • Prairie View A&M University
  • Prairie View, TX, USA
  • Apr 29, 2021
Full time Other Administrative Positions

Job Description


Prairie View A&M University

Administrative Associate II

Job Title
Administrative Associate II

Prairie View A&M University

Transportation Center

Proposed Minimum Salary
$10.83 hourly

Job Location
Prairie View, Texas

Job Type

Job Description

The Administrative Associate II works under general supervision and provides routine administrative support work in the Transportation Center and professional staff to include: typing business correspondence, memos, and other materials, assist in preparing any required responses, and assure appropriate information is filed in divisional central file.


  • Provides data entry and system management of all University Fleet information requirements by the State of Texas through the Texas Fleet System like mileage records, fuel usage, repair data, vehicle registration, and inventory records; ensures that data is maintained current as per the State of Texas requirements; assists with the rental program which include processing all paperwork for pickup and return; and reconciles shuttle drivers pre-trip and post-trip logs and review drivers license of the shuttle drivers on a regular basis.
  • Assists the Manager in coordinating the daily work flow by managing a departmental calendar which aids in scheduling various office management activities including routine accounting/budget, personnel requirements, state requirements and university requirements; employs office management procedures as instructed by Manager and assist in ensuring that the Transportation Department operates according to university policy.
  • Manage vehicle registration process, enter billing and collections information into Banner and Canopy; review office procedures to streamline flow of operations; maintain office supplies, office keys and equipment; assure the confidentiality of mail, correspondence and reports; prepare presentations and communication materials for the unity; serve on the department committees; maintains employee personnel information including change of status, leave request, terminations, attendance records, performance evaluations; initiates business processes in Workday such as creating positions, creating job requisitions to advertise positions, and hiring actions; Process data entry into CS Gold for access.
  • Purchasing: Input requisitions into FAMIS & Buy A&M systems, reviews and reconcile departmental purchase requisitions and credit card purchases; alerts the Transportation Department of potential problems and recommend solutions to mitigate problems; maintains spreadsheets to show purchase orders/credit purchases with account balances; assist in the administrator of contracts; maintain the travel budget to include making all travel arrangements for staff and preparing travel reimbursement vouchers.
  • Providing excellent professional customer service to students, faculty, staff, and the general public; composing and preparing general correspondence; entering data for assessment purposes; and assisting with routine and/or specialized reports, orientations, conferences, and projects as requested by the Director.
  • Types letter, memos, reports, purchase requisitions/purchase orders and other material from notes or rough drafts requiring the knowledge of subject matter/or departmental procedures and practices; proofreads final product for correct grammar, punctuation and spelling. Handles all confidential correspondence for the Transportation Department. Arranges meetings, conferences and workshops, prepares the agendas and minutes for the meeting; serves as administrator liaison with other departments on campus and outside organizations and agencies concerning administrative policies, procedures and practices; update the department website as changes occur; assist with special events.
  • Designs and/or executes and effective system for internal controls concerning records retention; develops and schedules operation procedures for compliance regarding records retention, storage and destruction; maintains filing system for the Transportation Department. Backup Electronic Computerized Systems (TMA, Share Folder, Time Clock).

Education and Experience:

  • High school diploma.
  • Two years of related experience.

Knowledge, Skills and Abilities:

  • Knowledge of word processing, spreadsheet, and database applications.
  • Ability to multitask and work cooperatively with others.
  • Effective verbal and written communication skills.

Job Closing Date:

  • 5/17/2021

Required Attachments:

Please attach all required documents listed below in the attachment box labeled as either “Resume/CV or Resume/Cover Letter” on the application. Multiple attachments may be included in the “Resume/CV” or Resume/Cover Letter” attachment box. Any additional attachments provided outside of the required documents listed below are considered optional.

  • Cover Letter
  • Resume or Curriculum Vitae

Application Submission Guidelines:

All applicants are required to apply via our Career Site on or before the closing date indicated on the job posting. Applicant inquiries received via email and websites such as Indeed, HigherEdJobs, etc. will not be considered unless the individual has applied to the available position via the PVAMU Career site.

The required documents listed in the above Required Attachments section must be attached to the application prior to the job closing date indicated to ensure full consideration for the application submitted. Please contact the Office of Human Resource on or before the closing date indicated above at 936-261-1730 or should you need assistance with the online application process.

Background Check Requirements:

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/Affirmative Action/Veterans/Disability Employer committed to diversity.

To apply, visit

About Us
For more than 140 years, Prairie View A&M University (PVAMU) has been igniting passion in its students. With an established reputation for producing engineers, nurses and educators, PVAMU offers baccalaureate degrees, master’s degrees and doctoral degree programs through nine colleges and schools. The University has an enrollment of more than 8,500 students. Designated an institution of “the first class” in the Texas Constitution, PVAMU is the second-oldest public institution of higher education in the state and a member of The Texas A&M University System. The University is dedicated to fulfilling its land-grant mission of achieving excellence in teaching, research and service.

PVAMU is conveniently located near the rapidly growing residential and commercial area known as the Northwest Houston Corridor. The developing Northwest Houston Corridor offers newly developed suburban communities, a variety of shopping and dining near the Houston Premium Outlets and is a short, 35-minute commute into downtown Houston. For more information, visit Your career opportunities with a “University of the first class” begins here!

Prairie View A&M University is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer.

If you need assistance in applying for this job, please contact (936) 261-1730.

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Application Details

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