Administrative Assistant III
Job Details
Posting Number: 2026623
Location: San Marcos
Department: VP Student Success
Recruitment Type: University-Wide Recruiting
Job Type: Full-Time
Monthly Salary: $3,666.67-$4,083.33
Job Category: Non-Exempt
Required Qualifications:
- Three (3) years of experience providing administrative support in a professional office environment.
- Ability to maintain multiple calendars.
- Strong problem-solving and interpersonal, oral, and written communication skills.
- Ability to manage workload effectively with competing deadlines and priorities.
- Demonstrated discretion and confidentiality in handling sensitive issues and information.
- Ability to gather, coordinate, and compile data as needed for special projects.
- Proficient in Microsoft Office software, including Teams, Excel, Word, Outlook, and PowerPoint.
- Ability to work independently and as part of a team.
- Experience in basic office budgeting and procurement.
Preferred Qualifications:
- Experience working at a college or university
- Knowledge of Texas State University organizational structure
- Knowledge of Texas State University policies and procedures
- Knowledge of budgetary functions in SAP
- Knowledge of general human resources principles and practices
- Proficiency in Adobe Sign software
- Experience working in Concur
- Experience processing travel arrangements and reimbursements
- Bachelor’s Degree
Job Description:
The Administrative Assistant III provides comprehensive administrative and operational support to the operational areas of the Office of the Vice President for Student Success (OVPSS) Business Operations, Strategic Planning, and Marketing & Communications. This role coordinates logistics, financial processes, and human resources functions, ensuring efficient and compliant operations across the division.
Job Duties:
Administrative & Operational Support
- Provide high-level administrative support to OVPSS central staff, including calendar management, meeting coordination, and preparation of reports, presentations, and correspondence.
- Serve as the primary point of contact for divisional communications, stakeholders, and visitors.
- Maintain official records, documentation, and tracking systems to ensure accuracy and compliance.
- Coordinate travel arrangements, accommodations, and expense reconciliation for staff, speakers, and reviewers.
- Support site visits and operational logistics, including facilities coordination, access, mail, and work orders.
- Oversee day-to-day administrative operations to ensure efficient office functionality.
Program, Event & Assessment Coordination
- Coordinate end-to-end logistics for divisional programs and events (e.g., CPRs, DSS meetings, NEOs, SAHE events, Assessment Development Day), including facilities, catering, materials, and participant engagement.
- Support planning, execution, and documentation of assessment processes, reports, and program evaluations.
- Provide backup coordination for large-scale or cross-divisional initiatives.
Financial, Procurement & Vendor Administration
- Process procurement and financial transactions, including purchase orders, contracts, P-card activity, and reimbursements.
- Coordinate vendor engagement, including quotes, onboarding documentation, and payment processing.
- Assist with budget tracking, reconciliation, and preparation of financial reports.
Human Resources & Workforce Support
- Coordinate recruitment, hiring, onboarding, and personnel actions using university systems (e.g., PeopleAdmin, Handshake).
- Serve as backup for divisional HR operations and ensure compliance with institutional policies.
Systems, Data & Reporting
- Utilize enterprise systems (SAP, Banner, Concur, Qualtrics, Microsoft 365) to manage financial, HR, and operational processes.
- Maintain data accuracy, generate reports, and support data analysis for decision-making and compliance.
- Assist with system processes, documentation tracking, and technology inventory support.
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