Administrative Assistant III

Job Details

San Marcos, TX

Texas State University

Administrative Assistant III

Posting Number: 2026466

Location: San Marcos

Department: Dept of Health & Human Performance

Recruitment Type: University-Wide Recruiting

Job Type: Full-Time

Monthly Salary: $3,554-$4,354.00

Job Category: Non-Exempt

Required Qualifications:

• Minimum of 2 years of administrative support experience in higher education or related field.
• Current Texas State University employee

Preferred Qualifications:

• Bachelor’s degree
• Experience managing departmental budgets to include tracking revenue and expenditures, processing adjustments, and resolving over-budget issues.
• Experience with purchasing, purchasing methods (e.g., p-card, requisitions, contracted services, E-NPOs, IDTs), and financial platforms such as SAP/SAPGUI, TSUS Marketplace, and Concur.
• Experience managing hiring workflows and maintaining personnel records (e.g., job postings, contracts, I-9s, PCRs).
• Experience completing travel requests, booking travel, and submitting expense reports for reimbursement in compliance with institutional policies.
• Experience coordinating course schedules, evaluations, registration, and room reservations while aligning with staffing and deadline requirements.
• Experience with PeopleAdmin, HireRight, Handshake, Dynamic Forms, Watermark, Gato/Calico and other software related to job duties.

Job Description:
The Administrative Assistant III provides administrative and clerical support to program chairs, department chairs, deans, or directors. This is an in-person position.

Job Duties:

Hiring:

• Handles all aspects of the Hiring Process.
• Assists in creating and then upload Job Postings into PeopleAdmin for both staff and faculty.
• Acts as Hiring Manager once Job Posting is active, monitors applicants, uploads information for Req for Hire, etc.
• Once hired, follows up with necessary documentation.
• Prepares and monitors faculty contracts and PCRs on full-time and Per Course faculty, as well as staff and student workers - hourly students, work study students, GRA, GIA and GA students.
• Submit PCRs to address Separation, Change in Position, Additional Appointments, etc.
• Works with HR/International office when hiring International faculty and students.
• Works with Talent Aquisition to follow best practices for hiring.
• Maintains updated documentation required for all departmental faculty.

Office Management:

• Assist in the recruitment of student workers.
• Help monitor and oversee student workers in performance of their duties.
• Organize, prioritize, direct, and explain office work assignments to office staff.
• Supervise the office Administrative II personnel.
• Cover the main office when Administrative II personnel are not available (attending trainings, sick, vacation).
• Greet, screen and route office visitors.
• Assist in monitoring the inventory of office supplies and order new and replacement supplies as needed.
• Assist in securing room reservations for meetings and events.
• Handle email communications with clarity and appropriate email etiquette.
• Maintain knowledge of various University platforms both current and new systems.
• Act as Time Keeper for the department.
• Assist program coordinators/directors to determine the necessary course offerings and number of sections.

Budget:

• Collaborate with chair and departmental academic budget specialist to manage departmental accounts and budgets.
• Reconcile monthly budgets for all departmental accounts.
• Manage departmental P cards.
• Collect receipts, pay invoices using various University platforms
• Process incentive pay bonuses for faculty from the appropriate funding sources
• Act as a liaison with the Dean’s office regarding start up funds and other financial issues.
• Submit PCRs to adjust cost distributions.
• Submit FMBBs to move funds when necessary.

Miscellaneous Tasks:

• Maintains all Personnel Files.
• Maintain knowledge of various University platforms both current and new systems.
• Serve as timekeeper for departmental faculty and staff.
• Attend monthly PC meetings and record minutes.
• Manage the supervisor’s calendar and schedule.
• Help faculty, staff and students via the Concur system.
• Ability to work independently under moderate to little supervision on varied and potentially complex tasks and assignments.
• Perform basic to intermediate mathematical calculations.
• Assist department chair with faculty workload report each semester.
• Oversight of faculty workload and overload compensation payments.

Additional Information to Applicants:

Job Open Date: 04/15/2026

Job Close Date:

Open Until Filled: Yes

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

Normal Work Hours Start: 8:00AM

Normal Work Hours End: 5:00PM