Administrative Assistant II

San Marcos, TX

Texas State University

Administrative Assistant II

Posting Number: 2026526

Location: San Marcos

Department: Counseling Center

Recruitment Type: University-Wide Recruiting

Job Type: Full-Time

Monthly Salary: 3173-3833

Job Category: Non-Exempt

Required Qualifications:

• Knowledge of working within an office system that provides confidential mental health services including secure scheduling and data system or experience providing office support for a direct student facing operations
• Ability to understand and support staff and trainee professional development requirements, licensure, and professional liability issues.
• Understanding of the functions and operations of the Counseling Center or a similar Student Services office as well as specific areas of responsibility such as managing the reception process, triage, and confidential information of students seeking or receiving services.
• Gain and maintain awareness of applicable University, Divisional and Departmental policies and procedures as well as applicable state and federal laws, rules, and regulations.
• Develop and maintain awareness of accreditation, licensure, and supplemental insurance compliance and related practices, as assigned.
• Proficient in Microsoft Office software, including Excel, Word, Outlook, and PowerPoint.
• Ability to understand and to navigate Enterprise software such as SAP, SAP GUI, PeopleAdmin, HireRight and other systems required by job assignments.
• Experience in office budgeting, purchasing, travel arrangements, and processing payments and travel reimbursements.
• Must be a current Texas State University employee

Preferred Qualifications:

• Experience within a counseling/mental health/health care-related setting or student facing higher education environment strongly preferred.

Job Description:
The Administrative Assistant II provides administrative and general clerical support to the management and staff within a specific division, department, or unit.

Job Duties:
Telephone and in-person receptionist duties in a high volume, student facing office which include:

• Answer multi-line phone
• Engage in brief triage questions with students seeking services to determine appropriate appointment type
• Schedule client appointments
• Screen and transfer calls
• Take accurate messages
• Greet, screen and route visitors and student clients
• Interact courteously and professionally with others in person and by phone
• Refer students to other university departments as appropriate.
• Interact with/assist sometimes difficult and demanding students and parents.
• Maintain confidentiality of all information and interactions while practicing discretion.
• Demonstrate excellent interpersonal and communication skills.
• Professionally interacting with students, faculty/staff, and visitors representing a range of needs and lived experiences

Other duties include:

• Assisting/ lead back up for SAP, TSUS Marketplace, Concur Travel duties
• Monitor budgets in SAP & SAP GUI
• Assist with Departmental timekeeping
• Assist with HR functions as directed by Director or Admin III
• Assist with student worker scheduling, timekeeping and oversight, as needed
• Assist clinical staff in addressing the needs of students by providing appropriate support and information
• Provide operational support for key departmental functional area;
• Assist with monitoring compliance functions per Accreditations, staff licensure, supplemental insurance, and other areas, as assigned.
• Assist with creation of departmental communications and flyers;
• Assist with student worker scheduling, timekeeping and oversight, as needed
• Assist with routine operations of the department.
• Possess working knowledge of desktop software, spreadsheets, databases and graphic design software
• Provide administrative support to administrative assistant III and counseling staff.
• Maintain and create electronic files
• Organize and prioritize work assignments.
• Maintain departmental calendar
• Assist in the hiring, scheduling, training and supervision of student employees
• Assist in planning and operation of various office activities and events
• Participate in departmental/divisional teams
• Participate in continuing education activities
• Perform other duties as assigned

Additional Information to Applicants:

Job Open Date: 05/13/2026

Job Close Date: 05/19/2026

Open Until Filled: No

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

Normal Work Hours Start: 8:00AM

Normal Work Hours End: 5:00PM