Administrative Associate III

Prairie View A&M University

Administrative Associate III

Job Title
Administrative Associate III

Agency
Prairie View A&M University

Department
Department Of Civil Engineering

Proposed Minimum Salary
Commensurate

Job Location
Prairie View, Texas

Job Type
Staff

Job Description

The Administrative Associate III will provide comprehensive administrative and operational support to the Department of Civil Engineering. This role includes managing day-to-day departmental functions, supporting faculty and student needs, coordinating events and communications, and overseeing the hiring process for undergraduate and graduate student workers. The ideal candidate will be organized, detail-oriented, and capable of managing multiple priorities in a fast-paced academic environment.

The salary is determined in accordance with the University's compensation structure and will be commensurate with the candidates' education and experience, within the assigned salary range for this position.

Responsibilities:

Administrative Support

• Serve as the primary point of contact for the department office.
  
• Maintain department calendars, schedule meetings, and support departmental events.
  
• Draft and distribute internal communications, memos, and announcements.
  
• Maintain departmental records, files, and databases.
  
• Coordinate travel arrangements and reimbursements for faculty and staff.
  

Student Hiring and Personnel Management

• Manage the hiring process for undergraduate and graduate student workers, including:
  
• Posting student job opportunities in campus systems.
  
• Collecting and processing applications and documentation.
  
• Coordinating onboarding with HR and payroll.
  
• Track hours worked and maintain timesheet records in compliance with university policies.
  
• Serve as liaison between students, faculty supervisors, and HR on employment matters.
  

Financial and Budget Support

• Assist with budget tracking and purchasing for departmental operations and labs.
  
• Process requisitions, expense reimbursements, and supply orders.
  
• Monitor use of departmental funds allocated for student workers.
  

Faculty and Course Support

• Assist with course scheduling, classroom assignments, and textbook orders.
  
• Coordinate faculty evaluations and collection of required documentation.
  
• Maintain up-to-date faculty CVs and departmental accreditation files as needed.
  

Customer Service & Public Relations

• Greet and assist students, visitors, and faculty in a professional manner.
  
• Respond to email and phone inquiries related to the department.
  
• Help maintain the department website and bulletin boards.
  
• Support departmental initiatives, outreach and event planning.
  
• Performs other duties as assigned.
  

Required Education and Experience:

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

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.
  
• Ability to multitask and work cooperatively with others.
  
• Strong verbal and written communication skills.
  
• Ability to work with sensitive information and maintain confidentiality.
  
• Strong interpersonal and organizational skills.
  

Preferred Qualifications:

• Minimum of 4 years of administrative or office experience, preferably in higher education.
  
• Experience in hiring, scheduling, or managing student workers.
  
• Knowledge of university academic policies and procedures.
  
• Ability to handle confidential information with discretion.
  
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  
• Familiarity with university administrative systems (e.g., Workday, Banner) is a plus.
  
• Strong problem-solving skills.
  

Other Requirements:

• Occasional evening or weekend work for department events may be required.
  

Job Posting Close Date:

• 11/12/2025
  

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.

• Resume or Curriculum Vitae
  

• Cover Letter
  

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 [email protected] 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/Veterans/Disability Employer.

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.