"Administrative Assistant II"

Job Details

Location: San Marcos, TX

Employer: Texas State University

Posting Number: 2026208

Department: Office of the University Registrar

Recruitment Type: Open Recruiting

Job Type: Full-Time

Monthly Salary: $3,173

Job Category: Non-Exempt

Required Qualifications:

• Experience using Microsoft Office, specifically Outlook, Word, Excel, and Teams.
• Experience providing high quality customer service.
• Experience in answering multi-line phone using professional phone etiquette.
• Ability to prepare concise and grammatically correct correspondence.
• Ability to work independently as well as in a collaborative, diverse, results-oriented environment.
• Ability to learn quickly and adapt to change.
• Strong organizational and time management skills, with the ability to prioritize and manage multiple tasks efficiently in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrate exceptional attention to detail in a fast-paced work environment.

Preferred Qualifications:

• Basic understanding of University Policies and Procedures.
• Experience working in a university setting.
• Experience working in a Registrar’s Office of a 4-year, state funded institution.
• Demonstrated punctual and excellent attendance.
• Basic understanding of TXST administrative software: Banner, BDMS, CLSS, EMS, Parchment, various NETs.
• Willing to occasionally work outside of normal business hours.

Job Description:

This position is the primary point of contact for students, parents, faculty, staff, and visitors to the Office of the University Registrar. This position requires knowledge of institutional policies, procedures and practices of the Office of the University Registrar and Texas State University. Job duties performed impact enrollment, registration, graduation, records integrity, and reporting.

Job Duties:

• Support faculty, staff, students, and the public in resolving diverse concerns. Handle incoming calls by routing, taking messages, or managing inquiries. Provide assistance at service counters as per schedule. Demonstrate effective communication through oral interaction, emails, faxes, and postal correspondence.
• Provide excellent customer service.
• Manage student registration: handle adds, drops, withdrawals using administrative forms. Handle special registrations (Late registration, Study Abroad, student teaching, etc.). Verify drop and withdrawal requests through reports. Notify Department Chairs of late drop requests post-deadline. Process approved drops including administrative ones (missing prerequisites, never attended, etc.). Update spreadsheets and logs, file documents in relevant locations or image them into BDMS.
• Maintain and update student records and demographics in the Student Information System. Input and revise student details like personal information, contacts, and disciplinary status. Remove inaccurate data from reports received weekly. Update Disciplinary Suspension/Expulsion as directed by the Dean of Students. File student information documents correctly or scan them into BDMS and multiple ID systems.
• Manage transcript upkeep and Academic Standing. Calculate GPAs. Update transcripts with all grade changes, deletions, and testing center submissions. Adjust academic standing and Suspension/Probation notes as necessary due to grade changes, new entries, or suspension reinstatements. Input non-current hard copy transcript data into the SIS. Maintain degree records.
• Confirm accuracy of student details including enrollment status, GPAs, grades, awarded degrees, graduation intent letters, and address general inquiries for enrollment verifications. Process educational requests through the National Student Clearinghouse.
• Handle academic document requests (transcripts & diplomas) through Parchment. Review for any holds, manage daily and on demand transcript processing.
• Assist with other duties as assigned by supervisor.
• Committed towards achieving total office teamwork.
• Deliver high-quality customer service through professional appearance, punctuality, and office conduct.

Additional Information to Applicants:

Applicant is required to electronically attach:

1. Resume
2. Cover Letter

Job Open Date: 12/17/2025

Job Close Date: 12/27/2025

Open Until Filled: No

Normal Work Days: Monday, Tuesday, Wednesday, Thursday, Friday

Normal Work Hours Start: 8:00AM

Normal Work Hours End: 5:00PM

Quicklink: https://jobs.hr.txstate.edu/postings/55455

For a detailed description of this position and to apply, visit https://jobs.hr.txstate.edu/postings/55455 or call (512) 245-2557 or visit our office at 601 University Dr., J.C. Kellam Bldg., Suite 340.