Administrative Assistant II

If you have questions, please email the Human Resources department at HumanResources@lsco.edu or call 409-882-3905.

We value the safety of all members of the Gator Community at our beautiful campus on the Sabine River. LSCO publishes an Annual Security Report that provides information regarding campus Safety & Security, including topics such as crime reporting policies, information regarding programs to prevent dating violence, domestic violence, sexual assault and stalking, the procedures the College will follow when one of these crimes is reported, and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes.

If you would like to receive a paper copy of the Annual Security Report, you can stop by the Clery Compliance & Title IX Office, located in the Ron Lewis Building, Room 222C, during regular business hours. You can request that a copy be mailed to you by calling 409-882-3910 or emailing rebecca.gentry@lsco.edu.

Click here to find the report on our website.

Job Summary

The 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/Responsibilities

Administrative and Executive Support

• Provide 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 Support

• Prepare, 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 Support

• Maintain 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 Support

• Provide 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 Support

• Prepare, 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 Information

• Assist 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 Coordination

• Track 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 Qualifications

Education

High school diploma or equivalent required. An associate degree in business administration, office administration, or a related field is preferred.

Experience

• One 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 Abilities

• Proficiency 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 Information

PHYSICAL REQUIREMENTS

This 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 POSITION

This position is security-sensitive and subject to the provisions of Texas Education Code §51.215.

WORKING CONDITIONS

Work 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.

LSCO is an E-Verify Employer.

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. Click here for the Security Sensitive Release Form.