Job Details
San Marcos, TX
Texas State University
Senior Administrative Assistant
Posting Number: 2026691
Location: San Marcos
Department: Dean of Students
Recruitment Type: Open Recruiting
Job Type: Full-Time
Monthly Salary: $4,002 - $4,583.33
Job Category: Non-Exempt
Required Qualifications:
- High school diploma or GED.
- Four (4) years of progressively responsible administrative support experience, including at least two (2) years providing direct support to senior leaders, executives, or managers.
Preferred Qualifications:
- Associate's or Bachelor's degree.
- Experience providing executive-level administrative support in higher education, government, or a similarly complex organization.
- Experience supporting budget, procurement, human resources, or business operations.
- Experience using enterprise systems such as (outlined TXST system) ERP, financial, human resources, records management, or scheduling platforms.
- Experience coordinating projects, events, committees, or special initiatives involving multiple stakeholders.
Job Description:
The Senior Administrative Assistant provides comprehensive executive-level administrative support to multiple Associate Vice Presidents within the Division of Student Success. Serving as a strategic partner, this position manages executives, calendars, coordinates administrative operations, supports budget and personnel processes, and facilitates effective communication across the division and university. The role requires exceptional organizational skills, professionalism, discretion, and independent judgment in handling sensitive information and competing priorities. The Senior Administrative Assistant proactively anticipates executive needs, resolves operational challenges, improves processes, and ensures timely completion of executive priorities.
Job Duties:
Executive Administration and Executive Support
- Manage complex calendars for Associate Vice Presidents, prioritizing competing demands and ensuring the effective use of executive time.
- Coordinate executive meetings, travel, conferences, and related logistics while anticipating needs and resolving scheduling challenges.
- Prepare agendas, briefing materials, reports, and supporting documentation for meetings, events, and executive decision-making.
- Monitor executive priorities, commitments, deadlines, and action items to ensure timely follow-through.
- Exercise independent judgment in managing communications, requests, and matters requiring executive attention.
- Support executive initiatives and special projects through coordination, follow-up, and stakeholder engagement.
Administrative Operations, Communication, and Project Management
- Draft, edit, proofread, and distribute executive correspondence, reports, presentations, policies, memoranda, and other official communications.
- Coordinate executive and divisional meetings by scheduling participants, preparing materials, documenting outcomes, and tracking action items.
- Develop, maintain, and improve administrative procedures, templates, and workflows that promote operational efficiency and consistency.
- Research, compile, and organize information, reports, and data to support executive decision-making and strategic planning efforts.
Business Operations
- Support budget, procurement, and financial operations through purchasing, payment processing, reconciliations, travel expense reporting, and financial recordkeeping.
- Monitor expenditures and budget activity, identify discrepancies, and communicate concerns or recommendations to leadership.
- Provide administrative support for recruitment, onboarding, personnel actions, leave administration, training coordination, and other human resources processes.
- Maintain administrative tracking systems for contracts, renewals, purchases, personnel actions, compliance requirements, and key deadlines.
- Coordinate vendor, contract, and purchasing activities to ensure timely processing and compliance with university procedure
Records Management, Compliance, and Accountability
- Serve as the Records Retention Liaison by maintaining electronic and physical records in compliance with university policies and applicable retention requirements.
- Safeguard confidential personnel, student, financial, legal, and institutional information while maintaining the highest standards of discretion and professionalism.
- Monitor administrative records, processes, and documentation to ensure accuracy, completeness, and compliance with university policies, procedures, and regulatory requirements.
- Maintain current and accurate executive documents, forms, templates, and official communications consistent with university standards.
Customer Service, Event Coordination, and Continuous Improvement
- Serve as a primary point of contact for executive offices, responding professionally to inquiries from students, faculty, staff, parents, community members, and external partners.
- Coordinate executive-level events, retreats, advisory boards, conferences, and special programs, including logistics, communications, registrations, travel, and on-site support.
- Utilize Microsoft Office, Adobe Acrobat, enterprise systems, and other university technologies to support executive operations and administrative functions.
- Identify and implement opportunities to improve efficiency through technology, automation, process improvement, and workflow redesign.
- Troubleshoot administrative and operational issues, resolving routine matters independently and escalating complex or sensitive issues as appropriate.
- Foster collaborative relationships and provide high-quality customer service through professionalism, responsiveness, accountability, and initiative.
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