OFFICE ADMINISTRATOR

Office AdministratorUnder general supervision, the Office Administrator provides high-level administrative support to the Executive Director of Aviation at Texas Southern University. This role requires excellent coordination, communication, and organizational skills to manage daily operations, liaise with internal and external stakeholders, and ensure the smooth functioning of the Aviation Program's administrative processes across both TSU's main campus and its Ellington Airport facility.Essential Duties Summary - Administrative Support to Executive Director:Manage calendars, appointments, and reminders.Prepare reports, correspondence, and time sheets.Coordinate travel arrangements and reimbursements.Answer and direct phone calls; serve as liaison between students, staff, and executive leadership.Process invoices and track budget activity.Assist with Banner data entry and scheduling of departmental classes.Provide support for meetings, including agenda preparation and minute-taking.Support for Faculty and Program Operations:Proctor and copy exams; coordinate textbook orders and faculty evaluations.Process travel authorizations and vouchers.Disseminate student communications and event notifications.Serve as liaison between faculty and students.Approve faculty and student worker timesheets.Assist with student advising, complaints, and graduation packets.Maintain departmental files, records, and student contact logs.Office and Budget Management:Oversee front desk operations and communication.Complete workload reports and monitor department and flight training budgets.Process requisitions and purchasing documents.Maintain both State and Federal BudgetsResponsible for coordination of the TitleIIIanalysisConduct annual inventory and manage lab maintenance.Order office supplies and coordinate food and logistics for meetings and conferences.Produce brochures, flyers, and program materials.Attend project planning meetings and university training.Coordinate summer programs and support contract preparation.Responsible for all travel, fuel and P-Card oversight and management.University Liaison Activities:Collaborate with departments including Budget, Accounts Payable, Purchasing, Human Resources, Registrar, Financial Aid, and the Provost's Office.Deliver and receive documents as needed between departments.Supervision:Supervise undergraduate student workers and interns.Train student employees and assign tasks.Approve time sheets for student workers.Chaperone students to outside conventions and conferences as requiredOther:Perform other job-related duties as assigned by the Executive Director% FTE - 1.0Hiring Range - $50,035.36 - $63,795.08Education - High school diploma or GED equivalent.Required Licensing/Certification - N/AKnowledge, Skills, and Abilities - Knowledge of:University administrative policies and procedures.Departmental operations and recordkeeping standards.Banner system and university travel and budget platforms.Skills in:Multitasking, time management, and task prioritization.Customer service and communication (verbal and written).Writing professional correspondence and documents.Problem-solving and independent decision-making.Microsoft Office (Word, Excel, PowerPoint, Outlook).Ability to:Maintain accurate records and filing systems.Coordinate events, tasks, and schedules independently.Build effective relationships across departments.Work Experience - One (1) to three (3) years of administrative or related experience.Specialized or technical training is preferred.Ability to maintain the security or integrity of critical infrastructure, which may include communications systems, computer networks and systems, cybersecurity systems, electrical grid, hazardous waste treatment or water treatment system.Preferred:Familiarity with Banner, Canvas, and Microsoft Office Suite.Experience in a university or aviation-related setting is a plus.Work is performed primarily in a routine office environment.Requires prolonged periods of sitting and frequent use of a computer.May require occasional standing, walking, bending, stooping, and lifting/carrying light objects.Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.It is the policy of Texas Southern University to provide a work environment that is free from discrimination for all persons regardless of race, color, religion, sex, age, national origin, individuals with disability, sexual orientation, or protected veteran status in its programs, activities, admissions or employment policies. This policy of equal opportunity is strictly observed in all University employment-related activities such as advertising, recruiting, interviewing, testing, employment training, compensation, promotion, termination, and employment benefits. This policy expressly prohibits harassment and discrimination in employment based on race, color, religion, gender, gender identity, genetic history, national origin, individuals with disability, age, citizenship status, or protected veteran status. This policy shall be adhered to in accordance with the provisions of all applicable federal, state and local laws, including, but not limited to, TitleVIIof the Civil Rights Act.Manual of Administrative Policies and Procedures