San Marcos, TX
Texas State University
Senior Administrative Assistant
Posting Number: 2027076
Location: San Marcos
Department: VP Student Success
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.
- At least four (4) years of progressively responsible administrative support experience.
Preferred Qualifications:
- Associate's or Bachelor's degree.
- Experience providing executive-level administrative support in higher education, government, or a similarly complex organization.
- Experience using enterprise software systems that support business operations, such as financial, human resources, records management, scheduling, or related functions.
- Experience coordinating projects, events, committees, or special initiatives involving multiple stakeholders.
- Experience using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to learn and adapt to new software systems and technologies.
- Demonstrated ability to build effective working relationships and communicate professionally with diverse stakeholders.
- Demonstrated organizational, time management, and customer service skills with exceptional attention to detail.
- Ability to work independently, exercise sound judgment, and proactively resolve issues in a fast-paced environment.
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 procedures.
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.
Additional Information to Applicants:
Job Open Date: 10/08/2026
Job Close Date: 10/28/2026
Open Until Filled: No
Normal Work Days: Monday, Tuesday, Wednesday, Thursday, Friday
Normal Work Hours Start: 8:00AM
Normal Work Hours End: 5:00PM
Posting Notices:
Legal and Required Notices:
Texas State University is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, veteran status, or any other basis protected by federal or state law in employment, educational programs, and activities and admissions.
Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.
In accordance with federal law, all new employees must complete the Form I-9 and provide acceptable documentation verifying their identity and authorization to work in the United States. Texas State University participates in E-Verify, and employment is contingent upon the successful verification of work authorization. Employees are required to maintain valid work authorization to satisfy the conditions of Form I9 at all times during their employment and the university makes no implicit or explicit promises to financially support visa or permanent residency applications.
Quicklink: https://jobs.hr.txstate.edu/postings/58758"">https://jobs.hr.txstate.edu/postings/58758
For a detailed description of this position and to apply, visit https://apptrkr.com/9887162"">https://jobs.hr.txstate.edu/postings/58758 or call (512) 245-2557 or visit our office at 601 University Dr., J.C. Kellam Bldg., Suite 340.
About Texas State and San Marcos:
Texas State University is a emerging research institution located in the burgeoning Austin-San Antonio corridor and in the beautiful Texas Hill Country. It is the largest of eight campuses in the Texas State University System and one of the 75 largest universities in the country, with over 38,000 students and approximately 4,000 faculty and staff
Texas State is located in San Marcos, a growing community of over 50,000 people located about half way between Austin and San Antonio. Texas State enjoys a setting that is unique among Texas universities. The beauty of the crystal-clear San Marcos River and the stately cypress and pecan trees on the campus add to the charm of the university's picturesque setting. Our location on the banks of the San Marcos River provides outdoor recreational activities throughout the year.
Why work @ Texas State?
• Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!
• Generous paid time off: vacation, holidays, sick days and many more!
• Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program
• Great professional development opportunities: choose from a variety of workshops, training, online learning and even access educational leave opportunities and reimbursement for academic courses
• An inclusive Bobcat community: join our many social networks offered on and off-campus
• Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions
By joining the Texas State Bobcat team, you'll be a part of one of the most beautiful, diverse, and growing universities in the nation.
je-db80b7e0abbf48aaadbc79ca0e0d79bf