Administrative Assistant

University of Houston System; Houston (TX); On-site; USD 32,000 - 52,000; Full time

Job summary

The Administrative Assistant at University of Houston System provides administrative and operational support to a department, division, or academic unit, serving as a key contact for faculty, staff, students, and visitors while ensuring efficient office operations and excellent customer service.

Responsibilities include managing calendars, scheduling meetings, preparing documents, handling correspondence, records management, and coordinating events.

Qualifications

• High School Diploma or GED.
• Minimum of one year of administrative, clerical, or office support experience.
• Proficiency with Microsoft Office Suite and standard office software.

Responsibilities

• Administrative Support: Provide administrative support to department leadership, faculty, and staff. Manage calendars, schedule meetings, and coordinate appointments. Prepare, edit, and distribute correspondence, reports, presentations, and other documents.
• Customer Service and Communication: Serve as the first point of contact for students, faculty, staff, and visitors. Provide accurate information regarding departmental services and procedures. Assist with resolving routine questions and concerns professionally and courteously.
• Records Management: Maintain departmental files, records, and databases. Ensure accuracy and confidentiality of student, employee, and departmental information. Assist with data entry, record retention, and document management activities.
• Meeting and Event Coordination: Schedule and coordinate meetings, workshops, and special events. Assist with tracking expenses and monitoring office resources. Support procurement and vendor communication activities.

Skills

Customer service

Communication

Multitasking

Organizational skills

Education

High School Diploma or GED

Associate's degree

Tools

Microsoft Office Suite

Job description

Department:Dean of StudentsSalary:Commensurate with Experience and Education

Description:

The Administrative Assistant provides administrative and operational support to a department, division, or academic unit within the University. This position serves as a key point of contact for faculty, staff, students, and visitors while ensuring efficient office operations and excellent customer service. The Administrative Assistant performs a variety of clerical, organizational, and administrative tasks to support the department’s goals and the University's mission.

Duties:

• Administrative Support: Provide administrative support to department leadership, faculty, and staff. Manage calendars, schedule meetings, and coordinate appointments. Prepare, edit, and distribute correspondence, reports, presentations, and other documents. Answer phones, respond to emails, and direct inquiries to appropriate personnel. Maintain office supplies and coordinate equipment maintenance as needed.
• Customer Service and Communication: Serve as the first point of contact for students, faculty, staff, and visitors. Provide accurate information regarding departmental services and procedures. Assist with resolving routine questions and concerns professionally and courteously. Support communication efforts through email, newsletters, or departmental announcements as needed.
• Records Management: Maintain departmental files, records, and databases. Ensure accuracy and confidentiality of student, employee, and departmental information. Assist with data entry, record retention, and document management activities. Generate routine reports and retrieve information as requested.
• Meeting and Event Coordination: Schedule and coordinate meetings, workshops, and special events. Assist with tracking expenses and monitoring office resources. Support procurement and vendor communication activities. May assist with departmental projects and initiatives and perform other related duties as assigned.

Required Qualifications:

1. High School Diploma or GED.
2. Minimum of one year of administrative, clerical, or office support experience.
3. Proficiency with Microsoft Office Suite and standard office software.

Preferred Qualifications:

1. Associate's degree.
2. Experience working in a college, university, or educational environment. Experience coordinating events, meetings, or office operations.
3. Familiarity with student information systems or higher education administrative processes.

Knowledge, Skills and Abilities:

• Strong customer service and interpersonal skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Attention to detail and accuracy in administrative work.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work independently and as part of a team.
• Strong problem-solving and organizational skills.

All positions at the University of Houston System are security-sensitive and require a criminal history check.

The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.