Administrative Assistant II - Advising Center Science & Engineering Majors

Administrative Assistant II – Advising Center for Science & Engineering Majors

Location:

San Marcos

Department: AA-Science & Engineering

Job Type: Full-Time, Permanent;
Monthly Salary: $3,278.53

• High school diploma or GED with experience in a student‑focused or customer service environment.
• Proficiency with PC computers, Microsoft 365 applications (Word, Excel), Zoom, and standard office equipment.
• Demonstrated ability to communicate clearly and professionally in written, verbal, and interpersonal interactions.
• Strong organizational, time management, and multitasking skills with consistent attention to detail.
• Ability to work independently and collaboratively while maintaining professionalism in high‑volume or stressful environments.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Capacity to learn and apply institutional policies and procedures and to supervise and prioritize student employee work.

• Experience working as an administrative assistant in a business or professional office.
• Experience working as an administrative assistant at Texas State University.
• Experience using EAB Navigate for scheduling and student support.
• Experience using Microsoft Teams phone systems.
• Experience using the Banner Student Information System.
• Experience using the Banner Document Management System.

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

• Oversee front desk and reception operations, including greeting and assisting students, families, faculty, staff, and visitors; screening and routing inquiries; and referring individuals to appropriate campus resources.
• Open and close the office according to established schedules.
• Answer Microsoft Teams‑based phone system calls, screen and transfer calls, take messages, and refer inquiries to appropriate offices.
• Monitor advising center email inboxes and respond to or route messages as appropriate.
• Maintain a multi‑user electronic calendar and schedule appointments for advising center staff.
• Recruit, screen, hire, train, and supervise student employees.
• Assign and prioritize duties to ensure efficient completion of projects and daily operations.
• Create work schedules; track and approve time and pay.
• Order office supplies, monitor inventory, track expenditures, and assist with budget reconciliation.
• Monitor office technology inventory and assist with equipment replacement and purchasing processes.
• Submit and track facilities‑related service requests and perform follow‑up as needed.
• Develop and maintain accurate records and files in accordance with the university's record retention schedule.
• Coordinate travel arrangements and track travel‑related requisitions and expense reports.
• Perform other duties as assigned.

• Comprehensive health insurance with 100% premium coverage for employees and 50% for dependents, starting on your first day.
• Generous time off: vacation, holidays, sick leave, and more to maintain a healthy work‑life balance.
• Access to a free wellness program plus mother and family‑friendly resources to support personal well‑being.
• Explore a wide range of training, development courses, certifications, and educational support programs.
• Become part of a vibrant campus community with numerous social and professional networks.
• Take advantage of tuition support for yourself and for dependent children, making higher education more accessible for your family.
• Secure your future with TRS pension, retirement plans, and voluntary savings options with strong employer contributions.

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 I‑9 at all times during their employment and the university makes no implicit or explicit promises to financially support visa or permanent residency applications.