Administrative Assistant II

Job Details

Posting Number: 2026578

Posting/Functional Title: Administrative Assistant II

Location: San Marcos

Department: School of Jrnlism & Mass Comm

Monthly Salary: $3,173 - $3,583.34

Required Qualifications:

• Minimum of one year experience as an administrative assistant.
• Proficient in Microsoft Office Suite, including Word, Outlook, and Excel.
• Strong customer service skills in interacting courteously and confidentially with others when answering phones and in person.
• Ability to take initiative and work independently under moderate to little supervision on complex tasks and assignments
• Experience working as a team member and interacting with colleagues in a courteous manner.

Preferred Qualifications:

• Experience with TXST policies and procedures.
• Experience with TXST programs including SAP, Concur, Ready-Request work orders, Banner, CourseLeaf, and Follet Discover.
• Exceptional organizational abilities with a high level of attention to detail.
• Skilled in preparing clear, concise and grammatically correct correspondence, documents, and spreadsheets.
• Ability to multitask to meet deadlines while coping with frequent interruptions.
• Experience with Concur, preparing travel requests, mileage reimbursement, and process expense reports for students, faculty, and staff.

Job Description: Responsible for providing administrative support in the School of Journalism and Mass Communication. This includes primary support responsibilities for SJMC programs and other department duties as assigned. This position is in person on the San Marcos campus.

Job Duties: The Administrative Assistant II provides comprehensive administrative support to students, faculty, and staff within the School of Journalism and Mass Communication.

Front Office & Customer Service

Create a welcoming and professional environment by greeting students, faculty, and visitors. Respond promptly to incoming phone calls and emails. Provide ongoing administrative support to departmental leadership and programs. Provide accurate information regarding programs, including basic registration guidance. Direct inquiries and provide referrals to appropriate campus resources as needed.

Administrative & Program Support

Assist with student-related processes, including entering Media Practicum and Internship overrides. Support textbook adoption processes and submit work orders as required. Maintain and update unit records, including faculty office listings and contact directories each semester. Manage and update departmental emergency contact information. Train and supervise student workers in office procedures, customer service expectations, and daily operational tasks.

Travel & Financial Processing

Prepare travel requests and coordinate travel arrangements for faculty, staff, and students. Process reimbursements and expense reports in accordance with university policies. Reconcile travel expenses and supply purchases to ensure accuracy and compliance. Support the Director with procurement card (P-Card) tracking, organization, and log maintenance.

Procurement & Office Operations

Monitor office supply inventory and place orders through TSUS Marketplace. Order business cards, materials and supplies for faculty and staff. Coordinate and request guest parking, refreshments for visitors and events.

Other duties as assigned.