Administrative Associate I

202600081S

Administrative Associate I

Non-Exempt

This position is a pay grade 05. Please see Pay Grade Table at: https://pa-hrsuite-production.s3.amazonaws.com/116/docs/550174.pdf.

Technical/Para-Professional

Dept of Art

Division of Academic Affairs

04/02/2026

Yes

Associate’s degree in a related field. Bachelor’s degree preferred. Two years relevant administrative support experience, preferably in higher education or in an area involving budget, purchasing, travel, or business operations. A combination of education, experience, and training that would produce the required knowledge and abilities may be considered.

Performs administrative support duties for the Department of Art including budget support, purchasing, travel, scholarship coordination, and general office administration.

Performs administrative assistant duties. Coordinates departmental purchasing, including processing purchase requisitions, payments, reimbursements and related transactions in alignment with university policies. Maintains accurate procurement records, organizes documentation, and provides guidance to faculty, staff and students on departmental and university purchasing procedures. Maintains office supply inventory and assists with tracking equipment, keys, and other departmental resources. Processes travel requests, pre-approvals, reconciliations, expense reports, reimbursements, and associated documentation, ensuring compliance with university travel policies. Provides procedural guidance and support to faculty, staff, and students regarding travel requirements, deadlines, and documentation. Maintains departmental budget records, monitors balances and expenditures, and assists department by preparing routine and budget reports. Compiles and reviews financial data and ensure proper record keeping for budget, purchasing, travel and other administrative operations. Utilizes financial systems (COGNOS, Banner) to track transactions, verify accuracy, and ensure adherence to university policies. Coordinates departmental scholarship administration in collaboration with Financial Aid, Dean’s office and University Advancement. Tracks scholarship allocations, awards, and expenditures to ensure accurate distribution and compliance with university guidelines and donor intent. Maintains scholarship budget records and prepares reports, summaries for faculty and department. Provides front office support by responding to phone, email, and in-person inquiries, directing visitors appropriately, and assisting with general departmental communication and service needs. Schedules meetings, appointments, and departmental activities as needed. Assists with the coordination of departmental meetings and events by reserving space, preparing materials, coordinating logistics, and providing administrative support as needed. May provide direction to student workers in support of office operations. Attends meetings, takes notes, and prepares meeting materials or minutes as needed. Performs other related duties as assigned.

Requires knowledge of standard office practices, administrative procedures, and general business operations. Must have working knowledge of budgeting, purchasing, travel processing, and recordkeeping, as well as the ability to use standard office software and university financial and administrative systems. Must be able to interpret and apply policies, maintain accurate records, manage multiple priorities, and exercise sound judgment in routine decision‑making. Strong communication, organizational skills, customer service, and attention to detail are essential.

Full Time

Sam Houston State University is an Equal Employment Opportunity Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, national origin, sex, religion, age, disability, or protected veteran status. The University takes seriously the initiative to ensure equal opportunity in the workforce and to comply with Title VII as interpreted by the U.S. Supreme Court. 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.

Annual Security and Fire Safety Report