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(Archived) Administrative Associate III - Internal Applicants Only at Sam Houston State University in Huntsville, Texas

Last Updated: 1/26/23

Job Description

Requisition 202200495S

Position Title Administrative Associate III - Internal Applicants Only

FLSA status Exempt

Hiring Salary This position is a pay grade 14. Please see Pay Grade Table at:

Occupational Category Technical/Para-Professional

Department Newton Gresham Library

Division of Academic Affairs

Educational Requirements for the Position

Associates Degree and four years experience. Experience should be responsible administrative support experience in a professional office setting at the executive, administrative, or departmental manager level. A combination of education, experience, and training that would produce the required knowledge and abilities will be considered.

Must be a current Sam Houston State University employee in order to be considered for this position.

Nature & Purpose of Position

Performs complex administrative assistant duties for the Executive Director of the Newton Gresham Library.

Primary Responsibilities

  • Performs complex administrative assistant duties.
  • Provides library and university information to students, faculty, staff, and members of the public.
  • Schedules appointments, activities, and library space reservations for external users/units; plans social events hosted by the Executive Director.
  • Reviews, revises, and interprets policies and procedures.
  • Compiles, tracks, and reviews data and reports.
  • Attends meetings and takes notes.
  • Prepares, reviews, revises, and distributes documents and correspondence.
  • Maintains documentation and personnel records for faculty annual reviews, and faculty evaluation system (FES) evaluations, tenure and promotion reviews, and post-tenure evaluations.
  • Manages the communication of library building hour changes and updates exterior door lock schedules.
  • Coordinates and monitors maintenance and repair work for the Library building.
  • Coordinates the hiring process and pay rate management of all student assistants across library units.
  • Manage and evaluate student assistants within the library administration office.
  • Prepares professional development and travel applications and reimbursement for all library faculty, staff, and interview applicants.
  • Manages the office and building supply inventories.
  • Handles P-Card purchases and monitors expenses.
  • Types and edits correspondence, letters, memoranda, and reports.
  • Prepares, reviews, and distributes correspondence, forms, reports, and documents.
  • Assists with preparation, proofreading, and editing of outgoing correspondence, reports, surveys, etc.
  • Maintains frequent contacts for administrator with public and university officials.
  • Maintains complex personnel, administrative, or other special reports, and develops office forms or procedures.
  • May be responsible for extensive research on various departmental projects.
  • Performs other related duties as assigned.

Other Specifications

  • Requires a general knowledge of standard office functions.
  • Requires good knowledge of procedures and practices specifically for the Library, and for the University overall.
  • Must be able to use standard office software and basic integrated library system (ILS).
  • Ability to apply knowledge of departmental rules, regulations, procedures, or principles of office management and supervision to work problems; to develop and modify work procedures, methods, and processes to improve efficiency; and to compose effective correspondence.
  • Work may require frequent contacts with people of prominence and public importance, students, and the general public.
  • Exercises independent judgment in prioritizing duties, projects, and other assignments based on interpretation of general policy and guidelines provided by the executive director.
Full Time

To apply please visit

EEO Statement

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.

Company Details

Huntsville, Texas, United States
A Great Name in Texas Education! Named for Texas’s greatest hero, Sam Houston State University (SHSU) continually honors its historical roots through academic excellence. For more than 140 years, SHSU has been preparing students for meaningful lives of achievement. Its motto, “The measure of a Life is its Service,” resonates among its approximately 21,612 students, eight college...