Administrative Asstistant II

Administrative Assistant II

The Administrative Assistant II provides administrative and general clerical support to the management and staff within a specific division, department, or unit. Required qualifications include a high school diploma or equivalent, two years of experience working in an office setting, experience in customer service, ability to perform basic mathematical calculations, ability to prepare clear, concise, and grammatically correct correspondence and documents, and basic knowledge of Microsoft Office Suite (Outlook, Word, Excel, etc.). Preferred qualifications include a bachelor's degree, experience working in an academic department in a university, strong organizational skills, excellent personal skills in working courteously and effectively with a variety of people, ability to prioritize workload and deal with interruptions, experience with SAP, Canvas, Banner, Logi, Course Leaf (CLSS), and knowledge of Texas State University Policy.

Job duties include organizing and maintaining Affiliation Agreements, developing contracts for internship sites, and renewing them when necessary; ensuring the contracts are up-to-date and maintaining a database of active and inactive affiliation agreements; establishing working relationships with Liaisons at the internship sites and acting as a liaison between Texas State and legal counsel for the internship sites; managing the employment and termination of student workers in the Health and Human Performance department; creating PCRs for student workers, regular wage workers, and NSNR employees through the SAP system, ensuring the hiring packets are complete and accurate; in addition, ensuring the student workers have access to the SAP system for time entry; supervising student workers by delegating tasks, establishing schedules, implementing rules and procedures, and providing instruction and discipline; serving as Records Retention Liaison, maintaining filing and tracking system and personnel records and ensuring compliance with the State Records Retention Schedule; overseeing and managing routine operations of the department; answering the telephone, screening and transferring calls, taking messages, and referring callers to other offices as needed; greeting, screening, and routing visitors as needed; establishing and maintaining an effective filing system, and reviewing files for completeness; processing course overrides as needed; assisting in faculty PCRs as needed; managing faculty textbook adoptions and desk requests; taking Program Coordinator meeting minutes; overseeing compliance with HB 2504 & HB 1027 (syllabi, office hours and textbooks); managing 25 Live room reservations; reviewing purchase orders and invoices, maintaining ledgers, and monitoring the operating budget's transactions; maintaining and inventorying office supplies and ordering new supplies as necessary. This position works in-person on campus.