ACADEMIC AFFAIRS ASSISTANT

Texas Lutheran University; Seguin (TX); On-site; USD 53,726,000 - 61,992,000; Part time

Job summary

Texas Lutheran University is seeking an Academic Affairs Assistant for our Seguin campus starting September 2026. This in-person, 30-hour-per-week role supports the Director of Academic Affairs Operations and Process Analysis with administrative and event tasks.

The position includes visitor support, building coordination, financial paperwork, and collaboration with academic divisions. A bachelor’s degree is preferred, with at least 18 months of office experience; confidentiality is essential.

Qualifications

• Bachelor’s degree preferred; relevant coursework or experience considered.
• Excellent written and oral communication skills.
• Ability to operate with confidentiality and discretion.
• Experience with office administration and basic financial paperwork.

Responsibilities

• Be a welcoming presence for visitors and students and direct inquiries appropriately.
• Coordinate resources such as equipment, facilities, and student workers for the building.
• Process purchase orders, invoices, and journal entries as needed.
• Collect and approve student worker documents under supervision.
• Assist with catering orders for department events through Sodexo.
• Coordinate special events like receptions and department meetings.
• Oversee building signage, room scheduling, and distribution lists; manage work orders.
• Support search chairs for faculty searches per Academic Affairs guidelines.
• Perform additional duties as assigned by supervisor or VP.

Skills

Communication skills

Interpersonal skills

Analytical thinking

Microsoft Office

Adobe systems

Education

Bachelor's degree preferred

18 months relevant experience considered

Tools

Microsoft Office Suite

Adobe systems

Job description

Texas Lutheran University's Department of Academic Affairs seeks an Academic Affairs Assistant to join our Seguin campus in September 2026. This in-person, 30-hour-per-week position reports to the Director of Academic Affairs Operations and Process Analysis and plays a vital role on our team.

Position Title: Academic Affairs Assistant

Division: Those academic divisions located within the building(s) to which the assistant is assigned

Supervisor: Director of Academic Affairs Operations and Process Analysis, with additional direction from academic division chair(s) as noted above.

Position Summary: This position provides administrative, facility, student, clerical, and project support for the building(s) and/or academic division(s) to which the assistant is assigned.

Job Responsibilities:

Responsibilities

• Be a welcoming and consistent presence to be able to assist with visitor and student support for general needs or questions as they relate to the building to which they are assigned. Be able to direct students to the appropriate department or person for inquiries and needs outside of their purview.


• Coordinate resources (equipment, facilities, and student workers) for the assigned building(s)


• Process financial paperwork such as purchase orders, invoices, and journal entries as needed


• Collect and approve student worker documents as appropriate for students directly reporting to the academic assistant as their supervisor (if applicable).


• Assist with catering orders through Sodexo for events associated with the departments and programs specific to their building.


• Assist with coordinating special events such as receptions or departmental and/or cross-departmental meetings


• Provide general oversight of the building to which the assistant is assigned, including maintaining the building signage and directory, electronic distribution lists, room scheduling, processing of work orders for building maintenance, and maintaining office equipment and general supplies in building offices and common areas


• Support the search chair for any search being conducted for a department or program in their assigned building, as outlined in the Faculty Search Guidelines provided by the Academic Affairs office.


• Additional duties specific to academic divisional or institutional needs, as assigned by supervisor and/or VPASA

Professionalism

• Maintain a professional image


• Keep the work environment neat and orderly


• Maintain a safe environment through adherence to all safety procedures


• Maintain regular attendance and presence in area.

Teamwork

• Work as a team player, supporting and assisting other employees


• Identify and participate in resolution of departmental/institutional challenges with continuous quality improvement as a goal


• Enhance team effectiveness through dependability

Customer Relations

• Make guests feel welcome and respected as individuals, treating them with courtesy and dignity


• Exhibit appropriate behavior in work areas


• Demonstrate essential courtesy through all forms of communication, including, but not limited to, email and phone correspondence

Other

• Maintain regular communication with the supervisor and academic division chair(s).


• Complete additional projects or tasks as assigned periodically by the Academic Affairs Office and/or academic division chair(s). Such assignments shall not exceed the hourly limit established at the time of hire unless explicitly approved by the Academic Affairs Office.


• Additional training will be provided, as needed, to support the successful completion of these assignments.

Qualifications:

Education

• Bachelor’s Degree in a technical or administrative program preferred. Relevant college coursework and/or a minimum of eighteen months of equivalent professional experience will be considered.


• Knowledge of procedures and practices in office administration

Experience

• Eighteen months of experience in an office setting

Knowledge, Skills and Abilities

• Excellent oral and written communication skills


• Outstanding interpersonal skills, both in person and on the telephone


• Ability to analyze facts and individual circumstances to determine appropriate action to be taken within the limits of standard practice


• Proficiency in English grammar, punctuation, spelling, proofreading management and desktop publishing


• Ability to work independently to organize and prioritize work following pre-established standard practices


• Must be able to maintain a high level of confidentiality


• Knowledge of general office practices and procedures


• High proficiency in personal computer systems and software, including but not limited to the Microsoft Office Suite and Adobe systems


• Ability to maintain accurate filing system and records


• Ability to work effectively with all departments and employees of the university as well as external constituents


• Understanding of and appreciation for small campus, church-related higher education


• Openness to learning and applying artificial intelligence (AI) tools in an ethical and responsible manner to support assigned tasks, with a commitment to using such tools in ways that align with institutional values, protect data privacy, and uphold academic integrity.

Physical Demand:

• Work is primarily sedentary and requires sustained periods of concentration and manual dexterity to perform routine word processing and data entry tasks


• This position does require the ability to move and lift boxes, chairs, and tables for events, with assistance as appropriate for heavier or more cumbersome objects.

Working Conditions:

• Work is performed indoors in a typical office setting

Organizational Data:

• This is a non-exempt position. This position does not supervise other staff, but may include supervision of student workers

Professional Affiliations:

• None required

Texas Lutheran University (TLU) is an official U.S. News & World Report “Best Colleges” selection among regional colleges in the West, ranking fourth on the list for “Best Value,” third for “Best Colleges for Veterans,” and eighth overall. This is the eleventh consecutive year TLU has been featured in the U.S. News and World Report rankings. Other notable recognitions include TLU’s acknowledgment as a “Best Southwest” school by The Princeton Review. The University is an Equal Opportunity Employer (EOE) and is also subject to the provisions of the Immigration Reform and Control Act of 1986 (IRCA).