Administrative Assistant II

Administrative Assistant IIThe Administrative Assistant II reports to the Associate Vice President of Statewide Partnerships and provides comprehensive administrative and operational support for the Division of Statewide Partnerships.The position supports Texas Juvenile Justice Department and Texas Department of Criminal Justice partnerships, Dual Credit Partnerships, Workforce and Corporate Partnerships, LSCO at Texas State University, LSCO at Lumberton, LSCO at Sul Ross State University, LSCO at the Polk County Center, and other off-site instructional and partnership locations throughout Texas.The Administrative Assistant II coordinates administrative records, purchasing and budget documentation, travel, meetings, events, personnel paperwork, course-support processes, partner communications, and division-wide tracking systems. Duties and responsibilities include, but are not limited to, the following:Duties/ResponsibilitiesAdministrative and Executive SupportProvide administrative support to the Associate Vice President of Statewide Partnerships and designated division leadership.Manage calendars, schedule appointments and meetings, reserve rooms and facilities, and coordinate virtual meeting information.Prepare meeting agendas, presentation materials, sign-in documents, minutes, action-item lists, and follow-up correspondence.Maintain a division-wide calendar of important deadlines, events, course dates, reporting requirements, partner meetings, employee travel, and other operational activities.Provide administrative cross-coverage during employee absences and periods of increased activity.Financial, Purchasing, Travel, and Inventory SupportPrepare, enter, route, and track purchase requisitions, budget transfers, invoices, and other financial documents for departments within the division.Maintain internal budget-tracking records and provide routine expenditure information to division leadership.Prepare and track travel requests, travel arrangements, reimbursement documentation, and related records for division employees.Order and maintain an inventory of supplies, instructional materials, promotional items, and equipment used by the division.Review financial and travel documentation for completeness and accuracy before routing for approval.Coordinate with Business Services, Purchasing, Accounts Payable, and other college offices to resolve documentation or processing issues.Maintain purchasing, budget, travel, and inventory records in accordance with college procedures and applicable records-retention requirements.Academic and Course SupportMaintain course information, instructional calendars, faculty assignments, room assignments, and related scheduling records as directed.Prepare, route, and track required appointment and compensation paperwork for faculty teaching within the division.Assist with faculty onboarding by coordinating connections and completing required administrative documentation.Maintain faculty appointment and course-support tracking systems and notify appropriate division leaders of incomplete documentation or upcoming deadlines.Student and Partner SupportProvide courteous and professional front-line assistance to guests.Support coordination of administrative communications with school districts, universities, workforce partners, state agencies, correctional education partners, and other statewide partnership organizations.Maintain current partner contact lists, program rosters, distribution lists, site information, and designated points of contact.Monitor shared division communication channels and route inquiries to the appropriate employee or department.Direct complex student, academic, financial, personnel, or compliance questions to the appropriate college official.Personnel and Onboarding SupportPrepare, assemble, route, and track personnel documents for full-time, part-time, temporary, and adjunct employees within the division.Assist division leadership and the Human Resources Department with position postings, applicant and interview documentation, appointment forms, and other required hiring materials.Coordinate approved onboarding requests for office access, keys, telephone service, computer equipment, technology access, instructional resources, and workspaces.Review personnel forms and supporting documentation for completeness before routing for approval.Maintain internal records of personnel paperwork and notify appropriate division leaders of outstanding items and upcoming deadlines.Support employee separation and transfer processes by coordinating the return or reassignment of equipment, keys, records, and other college property as directed.Events, Communications, and Public InformationAssist with planning and hosting division activities.Submit and coordinate approved webpage updates with Marketing, Communications, and Community Relations or the Webmaster.Ensure public-facing materials are current and comply with institutional branding, accessibility, and approval requirements.Maintain records of event participation, materials, expenses, and follow-up activities.Records, Reporting, and Process CoordinationTrack partnership agreements, renewals, signatures, supporting documentation, expiration dates, and outstanding administrative items.Maintain trackers for projects, agreements, renewals, required documents, action items, and established deadlines.Review forms, packets, and administrative records for completeness, accuracy, consistency, and required approvals.Assist with documenting division procedures, maintaining administrative checklists, and updating standard forms, templates, and standard operating procedures.Handle student, personnel, financial, partner, and institutional information with discretion and in accordance with applicable college policies.Maintain records in accordance with college policies, privacy requirements, and records-retention guidelines.Perform other related duties as assigned.Minimum/Preferred QualificationsEducationHigh school diploma or equivalent required. An associate degree in business administration, office administration, or a related field is preferred.ExperienceOne year of directly related administrative or office-support experience is required.Experience using word-processing, spreadsheet, email, calendar, and presentation applications is required.Experience providing customer service to students, families, faculty, external partners, or members of the public is preferred.Experience in higher education is preferred.Experience with Banner, Argos, mail merge, financial systems, student information systems, or document-management systems is preferred.Knowledge, Skills, and AbilitiesProficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams.Knowledge of general office administrative procedures, filing systems, records management, business practices, and basic bookkeeping.Ability to organize work across multiple departments, programs, locations, and competing deadlines.Ability to manage multiple priorities while maintaining accuracy and attention to detail.Ability to prepare accurate correspondence, reports, spreadsheets, presentations, forms, and administrative records.Ability to communicate clearly, courteously, and professionally, both verbally and in writing.Ability to establish and maintain effective working relationships with students, faculty, staff, administrators, external partners, and members of the public.Ability to maintain confidentiality, safeguard sensitive information, and exercise sound judgment.Ability to follow college policies, procedures, approval processes, and records-retention requirements.Ability to learn and use college information, financial, scheduling, communication, and student-record systems.Ability to work independently, complete assigned responsibilities, and recognize matters requiring leadership review.Ability to monitor deadlines, follow up on incomplete actions, and maintain accurate tracking systems.Ability to operate standard office equipment and related technologies.Knowledge of Banner, Argos, and applicable financial systems is preferred.Supplemental InformationPHYSICAL REQUIREMENTSThis position requires regular sitting, talking, listening, word processing, typing, sorting, filing, and use of standard office equipment. The position also requires periodic standing, walking, stooping, bending, lifting, and carrying objects weighing up to 25 pounds.Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.SECURITY-SENSITIVE POSITIONThis position is security-sensitive and subject to the provisions of Texas Education Code §51.215.WORKING CONDITIONSWork is generally performed in a normal office environment. Occasional travel to partnership and instructional locations may be required. Occasional work outside standard business hours may also be required to support events, orientations, meetings, and other division activities.