Senior Administrative Assistant at Texas State University

Posting Information

Posting Number2025165

Posting/Functional TitleSenior Administrative Assistant

University Pay Plan TitleSr Admin Asst

LocationSan Marcos

DepartmentStudent Involvement & Engagement

Recruitment TypeOpen to All

Job TypeFull-Time

Funding SourcePermanent

Monthly Salary$4,000.00 - $4,833.33

Job CategoryNon-Exempt

Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

• High School Diploma or equivalent.

• 1 - 2 years of progressive responsibility providing administrative support in a professional environment.

• Detailed oriented with advanced organizational and time management skills.

• Experience maintaining calendars and schedules.

• Ability to address individuals and situations with a high degree of sensitivity and confidentiality.

• Ability to adapt to rapidly changing priorities and deadlines.

• Strong written and verbal communication skills.

• Ability to coordinate, gather information, and complete data as needed for events/meetings.

• Experience with budgeting, purchasing, travel arrangements, and processing travel reimbursements.

• Ability to work under pressure, without supervision, handle multi-task projects, and complete work within established deadlines.

• Demonstrated knowledge of purchasing and procurement methods and procedures.

• Demonstrated proficiency in Microsoft Office.

Preferred Qualifications

• Bachelor's Degree.

• Experience involving busy and executive calendars.

• Supporting a high-level manager.

• Experience working in higher education setting.

• Proficiency in Adobe Sign, SAP , Qualtrics, Concur and/or Teams software.

Job Description

The Senior Administrative Assistant to the Assistant Vice President for Student Success and Executive Director of Student Involvement and Engagement ( AVP & ED) is responsible for daily administrative operations of the department; providing technical and administrative assistance in the development and implementation of procedures and policies; planning and executing the activities of the AVP & ED; and ensuring office operations are completed in a successful and timely manner. The position requires a proactive approach to problem-solving, excellent organizational skills, and the ability to work independently.

Job Duties

• Perform advanced administrative support duties and responsibilities for the administrative operations of the AVP & ED.

• Greet, screen, and route visitors.

• Maintain multiple calendars, schedule meetings, manage room reservations, and coordinate, gather information, and compile data as needed for

• events/meetings.

• Maintain communication between the AVP & ED and the VP of Student Success' Office.

• Maintain communication between the AVP & ED and other departmental units.

• Review AVP & ED correspondence, perform review of incoming correspondence and documents, and draft, proofread, and edit documents paying particular attention to detail.

• Monitor and/or order inventory and supplies for the units in the department, as needed.

• Answer multi-line phone and transfer calls, as needed.

• Assist with travel arrangements and prepare travel requests and reimbursements using Concur.

• Process PCRs and other HR related paperwork.

• Monitor and/or order inventory and supplies for the units in the department, as needed.

• Serve as Department Key Administrator.

• Maintain operations related to procurement, purchasing, and management of departmental budgets.

• Reconcile monthly budgets.

• Review and verify invoices.

• Maintain complex filing system and quality control of documents.

• Develop and maintain accurate records and prepare spreadsheets.

• Gather information and/or compile data and statistics.

• Conduct research, compile data, and prepare reports as requested.

• Other duties as requested or required, whether or not specifically mentioned in this job description.

Additional Information to Applicants

Job Open Date11/25/2024

Job Close Date (posting closes at midnight)12/06/2024

Open Until FilledNo

Normal Work DaysMonday, Tuesday, Wednesday, Thursday, Friday

Normal Work Hours Start8:00AM

Normal Work Hours End5:00PM

Posting NoticesYou will be required to electronically attach a resume and cover letter to your application.

Legal and Required Notices

Texas State University is an Equal Employment Opportunity/Affirmative Action Employer.

Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.

Why work @ Texas State?

• Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!

• Generous paid time off: vacation, holidays, sick days and many more!

• Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program

• Great training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs.

• An inclusive Bobcat community: join our many social networks offered on and off-campus

• Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions

By joining the Texas State Bobcat team, you'll be a part of one of the most beautiful, diverse, and growing universities in the nation.

Quick Linkhttps://jobs.hr.txstate.edu/postings/50585

Applicant Document