Administrative Assistant II

Administrative Assistant II

This position works in-person on campus.

Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

- High school Diploma or equivalent

Two years of experience working in higher education or a similar field

Experience in customer service

Ability to perform basic mathematical calculations

Ability to prepare clear, concise, and grammatically correct correspondence and documents

Proficient in Microsoft Office Suite (Outlook, Word, Excel, etc.)

Bachelors Degree

Experience working in an office setting

Strong organizational skills

Excellent personal skills in working courteously and effectively with a variety of people

Ability to prioritize workload and deal with interruptions

Experience with University Systems (SAP, Canvas, Banner, Logi, Course Leaf (CLSS), etc.)

Knowledge of Texas State University Policy

Experience working with students and/or faculty

The Administrative Assistant II provides administrative and general clerical support to the management and staff within a specific division, department, or unit.

Primary Duties:

• Process all course overrides for the department
• Manage faculty textbook adoptions and desk copy requests
• Taking Program Coordinator meeting minutes
• Overseeing compliance with HB 2504 & HB 1027 (syllabi, office hours and textbooks)
• Managing 25 Live room reservations
• Assist in faculty PCRs as needed
• Oversee and manage routine operations of the department
• Answer the telephone, screen and transfer calls, take messages, and refer callers to other offices as needed
• Greet, screen, and route visitors as needed
• Establish and maintain an effective filing system, and review files for completeness

Shared Duties:

• Review purchase orders and invoices, maintain ledgers, and monitor the operating budget's transactions
• Maintain and inventory of office supplies and order new supplies as necessary
• Organize and maintain Affiliation Agreements, develop contracts for internship sites, and renew them when necessary
• Ensure the contracts are up-to-date and maintain a database of active and inactive affiliation agreements
• Establish working relationships with Liaisons at the internship sites and act as a liaison between Texas State and legal counsel for the internship sites
• Manage the employment and termination of student workers in the Health and Human Performance department
• Create PCRs for student workers, regular wage workers, and NSNR employees through the SAP system, ensuring the hiring packets are complete and accurate; in addition, ensure the student workers have access to the SAP system for time entry
• Supervise student workers by delegating tasks, establishing schedules, implementing rules and procedures, and providing instruction and discipline
• Maintaining filing and tracking system and personnel records and ensuring compliance with the State Records Retention Schedule

Additional Information to Applicants - This position works in-person on campus.

Applicant Document

Required Documents:

• Resume
• Cover Letter

Optional Documents:

• Letter of Recommendation #1
• Curriculum Vitae
• DD 214/DD1300
• Veteran's Preference
• Licensure
• Certifications
• Letter of Recommendation #2
• Letter of Recommendation #3
Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have at least two years of experience working in higher education or a related field?
• Yes
• No
• * Do you have a high school diploma or equivalent?
• Yes
• No
• * Do you have experience providing customer service?
• Yes
• No
• * Do you have the ability to perform basic math functions?
• Yes
• No
• * Are you able to prepare clear, concise, and grammatically correct correspondence and documents with close attention to detail?
• Yes
• No
• * Please rate your overall experience with Microsoft Office software, to include Teams, Outlook, Excel, and Word.
• None to very little experience.
• Intermediate to average experience
• Very experienced