"Administrative Assistant II"

Job Details

Location: San Marcos, TX

Texas State University

Posting Number: 2026397

Department: University Marketing

Recruitment Type: Open Recruiting

Job Type: Full-Time

Monthly Salary: $3,173 - $3,887

Job Category: Non-Exempt

Required Qualifications:

• High school diploma or GED.
• Minimum of two (2) years of progressively responsible administrative experience in a financial, operational, or higher education environment.
• Experience processing financial documentation such as invoices, purchasing requests, travel documentation, or expense reports.
• Experience maintaining organized records and documentation with attention to detail and accuracy.
• Ability to interpret and apply policies and procedures related to administrative and financial processes.
• Proficiency in Microsoft Office applications, including Word and Excel.
• Strong organizational skills with the ability to manage multiple deadlines and priorities.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality when handling financial and personnel information.

Preferred Qualifications:

• Associate’s degree or higher in Business Administration, Accounting, Finance, Public Administration, or a related field.
• Experience working within a university, government, or public sector environment.
• Experience using SAP or similar enterprise financial systems.
• Experience processing travel requests, expense reports, or purchasing transactions in a compliance-driven environment.
• Experience supporting revenue documentation, billing processes, or financial reconciliation.
• Experience coordinating student employees or providing administrative support within a team environment.

Job Description:

The Administrative Assistant II provides administrative and operational support for financial, compliance, and coordination functions within the Division of Marketing and Communications. This position assists with processing financial documentation, coordinating travel and purchasing activities, supporting student workforce administration, and maintaining operational records. The role ensures timely processing of administrative workflows while supporting compliance with university policies and procedures.

Job Duties:

• Provide administrative and operational support to the Division of Marketing and Communications, including answering telephone calls, screening and routing visitors, responding to inquiries, and referring questions to appropriate staff or offices.
• Process billing and revenue documentation for digital signage and related service areas; prepare customer invoices, reconcile transactions, and maintain accurate financial records.
• Prepare and submit printing services invoices and monthly and quarterly e-IDTs; reconcile discrepancies and coordinate with Materials Management to ensure accurate financial documentation.
• Coordinate travel requests and process travel applications, vouchers, and related compliance documentation in accordance with university travel policies.
• Prepare purchase requisitions, maintain purchasing documentation, reconcile PCard statements, and assist with monitoring transactions related to operational accounts.
• Type, proofread, and compose correspondence, reports, spreadsheets, and administrative documents while maintaining organized electronic and physical filing systems.
• Schedule meetings, coordinate logistics, and assist with preparation for departmental activities, events, and projects.
• Supervise, schedule, train, and evaluate student workers; coordinate student schedules and assist with onboarding and time approval processes.
• Monitor office supply levels, printing inventory, and administrative materials; order supplies and maintain inventory as needed.
• Organize and prioritize assignments to ensure deadlines are met; monitor due dates for projects, documentation, and administrative processes.
• Maintain administrative records and files, ensuring completeness, accuracy, and compliance with university policies.
• Perform other duties as assigned to support departmental operations.

Additional Information to Applicants:

Job Open Date: 03/17/2026

Job Close Date: 03/26/2026

Open Until Filled: Yes

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/56400

For a detailed description of this position and to apply, visit https://jobs.hr.txstate.edu/postings/56400 or call (512) 245-2557 or visit our office at 601 University Dr., J.C. Kellam Bldg., Suite 340.