Administrative Assistant II

Job Opportunities at Texas State University Please see Special Instructions for more details.

This position works in-person on campus.

Posting Number: 2026615

Job Type: Full-Time

Location:

San Marcos

Department:
Dept of Health & Human Performance

Funding Source:
Permanent

Monthly Salary: $3,262.00

Job Category:
Non-Exempt

• 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

• 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
• Take Program Coordinator meeting minutes
• Oversee compliance with HB 2504 & HB 1027 (syllabi, office hours and textbooks)
• Manage 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
• This position works in person on campus

Shared Duties

• Review purchase orders and invoices, maintain ledgers, and monitor the operating budget’s transactions
• Maintain 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
• Maintain filing and tracking system and personnel records and ensure compliance with the State Records Retention Schedule

• Comprehensive health insurance with 100% premium coverage for employees and 50% for dependents
• Generous vacation, holidays, sick leave, and other time off
• FREE wellness program and family support resources
• Access to training, certifications, and educational support programs
• Retirement plans with TRS pension and employer contributions
• Tuition support for employees and their dependent children

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.