Administrative Assistant

Texas Christian University; Fort Worth (TX); On-site; USD 38,000 - 48,000; Full time

Job summary

Texas Christian University is seeking an Administrative Assistant to provide comprehensive administrative support for department operations. The role involves coordinating activities, supporting programs, and facilitating department objectives within a higher education setting.

Responsibilities include scheduling, correspondence management, training staff, and maintaining records and budgets. Strong Microsoft Office skills and attention to detail are essential; on-campus, in-person work

Qualifications

• High School Diploma, GED or equivalent.
• 1 year of basic office experience.
• Bachelor’s Degree preferred.
• 2 years of basic office experience in higher education and database management.
• Microsoft Excel and Access Certification preferred.
• Knowledge of customer service techniques and basic research methods.

Responsibilities

• Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics.
• Organizes work by routing correspondence, collecting and prioritizing information, and managing department procedures.
• Maintains department schedules and arranges meetings, travel, and events.
• Maintains digital schedules for consultations and online submissions.
• Trains staff and consultants in office-related processes.
• Maintains office supplies inventory and budgeting information.
• Monitors invoices and purchase orders; supports project coordination.

Skills

Customer service techniques

Basic research techniques

Basic accounting practices

Database management

Microsoft Office (Word, Excel, Access)

Communication (oral and written)

Grammatical correspondence drafting

Problem solving

Operations improvement

Education

High School Diploma or GED

1 year of basic office experience

Bachelor’s Degree

2 years of basic office experience in higher education and database management

Tools

Microsoft Excel

Microsoft Access

Job description

Job Summary:

The Administrative Assistant is responsible for providingadministrative support by coordinating activities, supportingprograms and facilitating department objectives.

Duties & Essential Job Functions:

1. Produces information by developing, transcribing, formatting,inputting, editing, retrieving, copying, filing, and transmittingtext, data, and graphics.
2. Organizes work by reading, routing and answering correspondence;collecting, maintaining and prioritizing information; managingdepartment procedures and telecommunications; updating records andinventory; assigning and monitoring student workers.
3. Maintains department schedules by keeping calendars fordepartment personnel; arranging meetings, classes, conferences,teleconferences, and travel when needed.
4. Maintains and organizes the digital, subscription-based schedulefor in-person and Zoom writing consultations and onlinesubmissions.
5. Prioritizes and routes online writing submissions toprofessional and peer writing consultants.
6. Trains professional staff and peer writing consultants inoffice-related processes and procedures.
7. Organizes department events by securing speakers, making guesttravel arrangements, choosing menus or purchasing food, reservingfacilities, ordering decorations, preparing agendas and programs,taking minutes.
8. Manages public relations by greeting customers, constituents andcolleagues, in person, via email, and on the telephone; answeringor referring inquiries; providing information and assistanceregarding department functions.
9. Maintains office supplies inventory by checking stock todetermine inventory level; anticipating needed supplies; placingand expediting orders for supplies; verifying receipt ofsupplies.
10. Monitors expenses by gathering and reporting budgetinformation; facilitating and monitoring invoices and purchaseorders; scheduling and reconciling expenditures.
11. Facilitates department projects by creating and documenting theprocess to implement projects; monitoring project progress;coordinating activities; communicating with vendors; resolvingproblems; making recommendations for management approval.
12. Ensures operation of equipment by completing preventivemaintenance requirements; calling for repairs; maintainingequipment inventories; evaluating new equipment and techniques,making recommendations for changes.
13. Performs other related duties as assigned.

Required Education & Experience:

• High School Diploma, GED or equivalent.
• 1 year of basic office experience

Preferred Education & Experience:

• Bachelor’s Degree.
• 2 years of basic office experience in administrative support workin higher education and database management

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• Microsoft Excel and Access Certification

Knowledge, Skills & Abilities:

• Knowledge of customer service techniques.
• Knowledge of basic research techniques.
• Knowledge of basic accounting practices.
• Knowledge of basic database management.
• Skill in the use of Microsoft Office, including Word, Excel, andAccess.
• Skill in problem solving and communicating resolutions.
• Ability to communicate clearly both orally and in writing.
• Ability to draft grammatically correct correspondence.
• Ability to evaluate and make recommendations to improveoperations.

TCU Core Competencies:

University Core Competencies definitions may be found on the HumanResources website and in the staff performance managementsystem.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, formsand other printed materials and information.
• Able to speak (enunciate) clearly in conversation and generalcommunication.
• Hearing ability for verbal communication/conversation/responsesvia telephone, telephone systems, and face-to-faceinteractions.
• Manual dexterity for typing, writing, standing and reaching,flexibility, body movement for bending, crouching, walking,kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changesand/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for thisjob.
• The noise level in this work environment is usuallymoderate.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community,and Excellence in the workplace. TCU treats applicants andemployees with fairness and respect. TCU hires and promotesindividuals based on their qualifications and their commitment tomaking a positive impact on our student-centered community. TCU isan equal opportunity employer and follows all applicable employmentlaws. TCU fairly considers all qualified individuals, ensuring weare a workplace free from unlawful discrimination andharassment.