The Administrative Associate V is responsible for providing administrative support to the Special Events Unit specifically responsible for the coordination of parking and transportation services for visitors, special events and conferences, as well as RV parking. Prepares billing and monthly income reports. Provides backup to other functions within the unit.
Education and Experience:
High school diploma or GED, or any equivalent combination of education and experience.
Five years of experience in general office or clerical work
Licenses, Certifications and Registrations:
Valid driver license. Must be able to obtain State of Texas class "C" vehicle driver license within 30 days of employment.
Required Knowledge and Skills:
Working knowledge of spreadsheet and word processing software programs. Interpersonal and communication skills. Keyboarding skills. Ability to multi-task and work cooperatively with others.
Required to work some nights, weekends and holidays.
Preferred Education and Experience:
Nine years of experience in general office or clerical work, including previous supervisory experience. Working knowledge of the University and facilities. Certified Administrative Professional (CAP)
•Coordinates daily visitor parking requests for departments and organizations. Makes arrangements for all guests on campus. Prepares parking credentials as applicable. Ensures the permits are entered into the system to bill customers appropriately. May attend meetings with customers to facilitate the coordination of these services.
•Contact for coordinators of visiting dignitaries, special events, and conferences. Attends meetings as requested by Assistant Manager. Prepares parking and transportation services for events with organizers, Transportation Services staff, and other university support departments. Works with Assistant Manager to resolve complex issues related to the coordination of these services. Responsible for the billing of these services. Coordinates with management to relay information regarding scheduled events to be placed or updated on web site. Makes recommendations for cost effective parking/transportation packages and for process improvements.
•Compiles data to prepare correspondence, forms, reports or other documents. Assists in the development and implementation of specific parking and transportation plans to meet the needs of special events, conferences, visiting dignitaries, etc. Responsible for coordinating the arrangements for fun runs as it relates to routes, parking control devices, etc. Responsible for creating/updating forms, checking equipment in/out and billing through the system. Meets with customers to determine needs and approve requests. Communicates plans and coordinates resources needed to various units within the department.
•Responsible for coordinating RV reservations for campus. First point of contact for customers in making reservations, as well as providing information on the amenities related to RV parking on campus. Responsible for the billing of RV reservations and answering related questions from customers. Maintains calendar for reservations of events and RVs at multiple locations throughout campus. During football season, the number of RV lots increases to five.
•Responsible for weekly billing for services provided. Enters permits into system for tracking and billing purposes. Completes, tracks and distributes all necessary paperwork and billing documents for parking credentials.
•Serves as a back up to other members of the unit during absences. Responsible for supervision of staff during special events when needed. This includes home football games. Serves on departmental committees.
•Transportation Services is committed to providing courteous, responsive, quality service to our customers by fostering a respectful, positive, and welcoming environment for all. Employees are responsible for the following: representing the department to internal and external customers by actively supporting diversity; maintaining 100% on time compliance with all university required training for all employees; approving time worked and requesting appropriate leave in a timely manner; reading and responding to e-mail; reviewing/reading information listed on the department intranet; performing assigned tasks in a safe manner and utilizing personal protective items/equipment as appropriate or instructed by supervisor or department; reporting unsafe actions or conditions to supervisor immediately and supporting and following unit/department safety guidelines, practices and policies. Persons in this position will be required to drive state vehicle to travel to various parts of campus and are considered essential when the University declares an emergency, campus closure, class cancellations, etc.
•Perform other duties as assigned.
To see the complete job description, or to apply, please visit: https://tamus.wd1.myworkdayjobs.com/en-US/TAMU_External/job/College-Station-TAMU/Administrative-Associate-V_R-014080-1