Administrative Specialist, Academic Affairs

Administrative Specialist, Academic Affairs

Salary: $40,747.20 - $42,825

Job Type: Full-Time

Job Number: FY2300737

Location: Main Campus - Baytown, TX

Division: Provost/Academic & Student Affairs

Starting Salary Range is $40,747.20 - $42,825. The initial salary offer is commensurate with education and related work experience.

The Administrative Specialist, Academic Affairs provides administrative and operational support to the Executive Director of Academic Programs, Executive Director of Technical & Industrial Programs, and Executive Director of School & College Partnerships. The position supports day-to-day administrative activities, coordinates processes and projects across assigned areas, and facilitates communication among the Executive Directors,academic departments, and other College offices.

The position also serves as a resource to Administrative Specialists assigned to academic departments, providing guidance and support with established Academic Affairs administrative processes and College systems to promote accurate, consistent, andtimely completion of work. This role does not supervise department

Administrative Specialists but works collaboratively with them tosupport effective Academic Affairs operations.

• Provide administrative support to assigned Executive Directors,including calendar management, meeting correspondence, document preparation, and other administrative activities.
• Serve as a point of contact for internal and external inquirieson behalf of the assigned Executive Directors; respond to routinematters, coordinate follow-up, and refer matters requiringadministrative review or action.
• Prepare, review, edit, and format reports, presentations,memoranda, correspondence, and other documents and materials.
• Coordinate meetings, committees, and special activities,including scheduling, agenda preparation, distribution of materials, recording and distributing minutes, and tracking follow-up items.
• Assist with planning, coordinating, tracking, and documenting projects and initiatives within Academic Affairs.
• Support budget and purchasing activities for assigned areas,including processing requisitions and other transactions, tracking expenditures, maintaining financial records, and preparing routinebudget information.
• Prepare travel arrangements and process related documentation(e.g., request forms, receipts, reimbursements, etc.).
• Maintain accurate records and filing systems in accordance with applicable College procedures and records requirements.
• Assist with collecting, compiling, organizing, and maintaining data and information used for reports, academic and technical program activities, compliance requirements, and other Academic Affairs purposes.
• Coordinate with department chairs, program coordinators,Administrative Specialists, and other College offices to facilitate communication, exchange information, and support timely completion of Academic Affairs processes.
• Serve as a resource to Administrative Specialists assigned to academic departments to ensure accurate and timely execution of administrative responsibilities, including but not limited to:
  • Entry of course schedules, teaching assignments, and textbookadoptions in People Soft
  • Creation of room schedules
• Process student complaint cases in Maxient.
• Exercise discretion and maintain confidentiality when handling sensitive records, communications, and other information.

• Perform other duties as assigned.

• High School Diploma or equivalent (G.E.D.)
• Two (2) years of progressively responsible administrative oroffice support experience.
• Experience supporting multiple administrators, departments, or functional areas preferred.
• Proficiency in standard office technology and software,including word processing, spreadsheets, email, presentations, and electronic records or information systems.
• Ability to learn and effectively use College administrativesystems and technology.
• Strong organizational skills and attention to detail, with the ability to manage multiple assignments and priorities.
• Effective verbal and written communication skills, including the ability to prepare and edit professional documents and correspondence.
• Ability to explain procedures and processes clearly and provide effective guidance and assistance to other employees.
• Ability to review information and transactions for accuracy,completeness, and consistency with established procedures.
• Ability to…