Position Title Administrative Associate III - Business Operations Associate (part-time)
FLSA status Non-Exempt
Hiring Salary This position is a pay grade 14. Please see Pay Grade Table at: https://pa-hrsuite-production.s3.amazonaws.com/116/docs/550174.pdf
Occupational Category Technical/Para-Professional
Department Office of the Dean - Criminal Justice
Division Division of Academic Affairs
Educational Requirements for the Position
Associates Degree in related field. Four years relevant administrative assistant experience or experience in a related field.
Nature & Purpose of Position
Performs a variety of complex finance and operations administrative duties for the Senior Associate Dean of the College of Criminal Justice (COCJ), Director of Business and Administrative Operations, and various Center staff.
Performs complex administrative assistant duties to help maintain efficient operations within the College of Criminal Justice (COCJ) Student Operations Center and Business Office. Responsible for weekly budget updates within assigned area. Tracks labor, travel, and purchases expenditures in addition to revenue for weekly, monthly and annual budget projections. Requires experience running various reports and interpreting data with Cognos and Banner. Processes purchasing to include BearKatBuy, direct payments, interdepartmental, and P-Card. Handles travel within Concur, CTP, travel cards and ChromeRiver processing. Hires student workers on departmental and work-study funding. Verifies ePAF’s are processed in accordance with internal decisions. Maintains tracking spreadsheets for use by Senior Associate Dean and Director of Business Operations for use in decision making. Answers college and center staff questions and provides guidance on deposits, budget, purchasing, travel and ePAF’s. Responsible for understanding and communicating various rules and limitations across multiple funding sources. Organizes and schedules appointments. Prepares and or distributes routine and special correspondence, reports, forms, and documents. Maintains files and records. Performs complex data entry and data functions for reports. Assists in the development of policies and procedures. Interprets and explains rules, regulations, policies, and procedures. Reviews documents and forms for accuracy. Trains other staff regarding policies, procedures, and operations. Hires and supervises student assistants. Responsible for all aspects of COCJ Dean’s Office and college support for travel and purchasing. Handles P-Card purchases and monitors expenses. Orders and maintains supply inventory. Performs other related duties as assigned.
Requires a general knowledge of standard office functions. Requires good knowledge of procedures and practices. Must be able to use standard office software. Must be able to apply policies and procedures and solve routine problems of a repetitive nature.
Up to 80% of this position, over the fiscal year during off-peak periods, may be performed remotely as determined by the supervisor. This position will meet on-campus in person at the SHSU Huntsville, TX location twice a month at a minimum as a routine part of their job.
Employee must provide a secure workspace. The employee is not permitted to work in public, unsecured workspaces (e.g., coffee shops, public airspaces).
If permitted to work in a remote work location, the employee will maintain a regular, fixed schedule based on the Institution’s needs and as approved by the supervisor. All appointments and correspondence when not in person will be in a digital/internet-based format (e.g., Zoom, Microsoft Teams, official SHSU email, instant messenger, phone).
Position is responsible for ensuring workstation remains undisturbed and is FERPA compliant in order to maintain a positive relationship with SHSU employees, students, and the community. The primary communication with the university, students, college partners, etc. will be through email, phone calls, Zoom, and online submissions of digital forms. Will be responsible for providing all work-related materials for job functions as a stipend will not be granted to purchase items needed to complete job functions. A laptop will be provided. Position is responsible for providing all work-related materials including, but not limited to a stable, secure internet connection, and web camera with microphone capabilities. Optional work-related items include, but are not limited to a monitor, printer, scanner, headset and basic office supplies (e.g., pens, paper, paperclips, highlighters).
This is a part-time, hourly, non-benefits eligible position working 19 hours or less per week.
To apply please visit https://shsu.peopleadmin.com/postings/33699
Sam Houston State University is an Equal Employment Opportunity/Affirmative Action Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, religion, sex, national origin, age, veteran status, disability status, sexual orientation, pregnancy, or gender identity or expression. Sam Houston State University is an “at will” employer. Employees with a contract will have additional terms and conditions. Security sensitive positions at SHSU require background checks in accordance with Education Code § 51.215.