Administrative Assistant III

Position Overview

Administrative Assistant III providing comprehensive administrative and operational support to the Office of the Vice President for Student Success (OVPSS), Business Operations, Strategic Planning, and Marketing & Communications. This role coordinates logistics, financial processes, and human resources functions, ensuring efficient and compliant operations across the division.

• Provide high-level administrative support to OVPSS central staff, including calendar management, meeting coordination, and preparation of reports, presentations, and correspondence.
• Serve as the primary point of contact for divisional communications, stakeholders, and visitors.
• Maintain official records, documentation, and tracking systems to ensure accuracy and compliance.
• Coordinate travel arrangements, accommodations, and expense reconciliation for staff, speakers, and reviewers.
• Support site visits and operational logistics, including facilities coordination, access, mail, and work orders.
• Oversee day‑to‑day administrative operations to ensure efficient office functionality.

• Coordinate end‑to‑end logistics for divisional programs and events (e.g., CPRs, DSS meetings, NEOs, SAHE events, Assessment Development Day), including facilities, catering, materials, and participant engagement.
• Support planning, execution, and documentation of assessment processes, reports, and program evaluations.
• Provide backup coordination for large‑scale or cross‑divisional initiatives.

• Process procurement and financial transactions, including purchase orders, contracts, P‑card activity, and reimbursements.
• Coordinate vendor engagement, including quotes, onboarding documentation, and payment processing.
• Assist with budget tracking, reconciliation, and preparation of financial reports.

• Coordinate recruitment, hiring, onboarding, and personnel actions using university systems (e.g., People Admin, Handshake).
• Serve as backup for divisional HR operations and ensure compliance with institutional policies.

• Utilize enterprise systems (SAP, Banner, Concur, Qualtrics, Microsoft 365) to manage financial, HR, and operational processes.
• Maintain data accuracy, generate reports, and support data analysis for decision‑making and compliance.
• Assist with system processes, documentation tracking, and technology inventory support.

• Three (3) years of experience providing administrative support in a professional office environment.
• Ability to maintain multiple calendars.
• Strong problem‑solving and interpersonal, oral, and written communication skills.
• Ability to manage workload effectively with competing deadlines and priorities.
• Demonstrated discretion and confidentiality in handling sensitive issues and information.
• Ability to gather, coordinate, and compile data as needed for special projects.
• Proficient in Microsoft Office software, including Teams, Excel, Word, Outlook, and PowerPoint.
• Ability to work independently and as part of a team.
• Experience in basic office budgeting and procurement.

• Experience working at a college or university.
• Knowledge of Texas State University organizational structure.
• Knowledge of Texas State University policies and procedures.
• Knowledge of budgetary functions in SAP.
• Knowledge of general human resources principles and practices.
• Proficiency in Adobe Sign software.
• Experience working in Concur.
• Experience processing travel arrangements and reimbursements.
• Bachelor’s Degree.

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.