Senior Administrative Assistant - Texas State University : Job Details

Posting Information

Posting Number 2025116 Posting/Functional Title Senior Administrative Assistant University Pay Plan Title Sr Admin Asst Location San Marcos Department VP Student Success Recruitment Type Open to All Job Type Full-Time Funding Source Permanent Monthly Salary $4,040 - $5,000 Job Category Non-Exempt Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

* High School Diploma or equivalent

* At least 3 years of progressive experience in providing advanced support in a professional office environment.

* Highly detail-oriented with outstanding organizational and time management skills.

* Experience maintaining calendars and schedules.

* Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations.

* Ability to adapt rapidly to changing priorities and deadlines.

* Excellent written and verbal communication skills.

* High level of proficiency with Microsoft Office programs, including Outlook, Excel, Word.

* Demonstrated problem-solving and critical thinking skills.

* Ability to gather, coordinate, and compile data as needed for special projects.

* Experience in budgeting, purchasing, travel arrangements, and processing travel reimbursements.

* Experience planning and executing large scale events.

Preferred Qualifications

* Bachelor's Degree

* Experience with busy and evolving executive calendars and schedules.

* Experience supporting an executive or high-level manager.

* Experience working at an institution of higher education.

* Proficiency in Adobe Sign, SAP, Qualtrics, Concur and/or Teams software.

Job Description

The Sr. Administrative Assistant provides high-level administrative support to 1-2 Associate or Assistant Vice Presidents for Student Success. This role is integral to the effective management of the office, coordinating multiple calendars, managing special projects, and supporting various operational tasks within the Division of Student Success. The position requires a proactive approach to problem-solving, excellent organizational skills, and the ability to work independently.

Job Duties

Administrative Support (40%):

* Manage and maintain the AVP calendars, including scheduling meetings, appointments, and travel, anticipating conflicts, and ensuring all necessary materials are prepared and distributed. Exercise discretion in committing time and evaluating needs.

* Coordinate, gather information, and compile data for special projects, working independently to meet deadlines.

* Coordinate, prepare, proofread, and track correspondence, ensuring accuracy and timely distribution.

* Serve as time administrator for student success initiatives area.

* Provide daily operations budget monitoring for student success initiatives area.

* Serve as general hiring manager for assigned area, assisting with human resource functions and ensuring compliance and onboarding occurs correctly.

Event Planning and Coordination (30%)

* Plan, coordinate, and manage events of various sizes, overseeing all logistics to ensure their successful execution.

* Coordinate and manage multiple high-stakes meetings involving a variety of internal and external stakeholders, handling complex logistics and anticipating challenges beyond standard meetings. Ensure that all participants are informed, prepared, and that meetings run smoothly.

OVPSS Operations (20%)

* Assist with greeting visitors and answering phone calls for the Office of the Vice President for Student Success, providing professional and courteous service.

* Complete purchasing and accounting tasks for OVPSS office accounts, including creating REQs/POs, processing TSUS Marketplace purchases, eNPOs, and IDTs, managing P-card purchases, setting up vendors, and preparing invoices for payment.

* Serve as back up to book travel and prepare expense reports for members of OVPSS, using Concur to manage travel requests, hotel bookings, flights, and rental cars, and to create travel expense reports.

* Provide backup support for the Executive Assistant as necessary, ensuring continuity in OVPSS operations.

Other Duties (10%)

* Serve as administrative back-up for processes in the OVPSS.

* Actively participate in departmental programs and projects designed to support the mission and goals of the university, division, and department.

* Serve on committees and teams, as assigned.

* Other duties as requested or required, whether or not specifically mentioned in this job description.

Additional Information to Applicants Job Open Date 10/31/2024 Job Close Date (posting closes at midnight) 11/13/2024 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 You will be required to electronically attach a resume and cover letter to your application. Legal and Required Notices

Texas State University is an Equal Employment Opportunity/Affirmative Action Employer.

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.

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 training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs.

* 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.

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