Administrative Assistant II

Administrative Assistant II

Responsible for providing administrative and general clerical support within the Department of Counseling, Leadership, Adult Education & School Psychology. This includes primary support responsibilities for graduate programs with CLAS and other department duties as assigned. This position is in person at the San Marcos campus.

The Administrative Assistant II provides administrative support to students, faculty, and staff within the department. Responsibilities of this position include:

• Creating a welcoming environment and greeting students, faculty, and visitors to the office.
• Responding in a timely manner to incoming phone calls and emails.
• Providing guidance or referrals to students, faculty, and visitors, as needed.
• Working closely with Program Coordinators to assist with program needs, communications, and events and to maintain program records.
• Handling purchases for the programs and department; processing reimbursements; submitting forms and payments for independent contractors in a timely manner; and ensuring that expenses and receipts are sufficiently tracked, submitted, and reconciled according to university procedures.
• Reserving rooms and assisting with faculty meetings, department, and program events as needed.
• Entering course registration, scheduling, and room reservation information for upcoming semesters. Submitting changes to course information, as needed. Processing override requests with appropriate approval from program faculty.
• Providing information to prospective students about admissions, registration, override requests, and basic program-related information. Supporting programs in admissions procedures.
• Preparing travel requests, mileage reimbursement, and expense reports for students, faculty, and staff. Ensuring student and faculty travel spreadsheets are accurate and complete on a weekly basis. Supporting faculty candidates by making travel, transportation, and lodging arrangements.
• Developing partnerships with university and community contacts to more effectively complete administrative tasks. Sending partnership agreements as needed to identified stakeholders and track signatures for prompt completion.

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

• High school diploma with 2 years of administrative assistant experience.
• Knowledge of policy and procedures in a complex work environment such as a university, school, business, agency, or similar environment.
• Demonstrated proficiency in Microsoft Office Suite, including Word, Outlook, and Excel and Adobe Sign (for Texas State employees examples include software such as SAP, Concur, AIM, Banner, CourseLeaf, 25Live, Slate and Canvas).
• Ability to manage multiple tasks and to prioritize tasks effectively in order to meet deadlines within a fast-paced environment.
• Exceptional organizational abilities with a high level of attention to detail.
• Prepare clear, concise, and grammatically correct correspondence and documents.
• Discretion and confidentiality in handling sensitive issues and information.

Preferred Qualifications - Experience working in higher education at a college or university. Knowledge of Texas State University policies and procedures. Strong customer service skills in interacting courteously and confidentially with others when answering phones and in person. Skilled in preparing clear, concise and grammatically correct correspondence, proofreading and formatting documents and spreadsheets. Ability to multitask, working in high-priority situations to meet deadlines while coping with frequent interruptions. Experience with assisting and/or coordinating event/meeting planning, working within a budget, and preparing purchase orders.