Job Details

San Marcos, TX

Texas State University

Administrative Assistant II

Posting Number: 2026622

Location: San Marcos

Department: Counseling Center

Recruitment Type: Open Recruiting

Job Type: Full-Time

Monthly Salary: $3,255-$3,833.33

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.

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