Administrative Assistant

Hallmark University; San Antonio (TX); On-site; USD 38,000 - 62,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401(k) Retirement Plan

Paid Time Off and Holidays

Tuition Assistance

Professional Certifications Support

Ongoing Professional Development

Job summary

Hallmark University is seeking an Academic Administrative Assistant to support the Academic Deans and the Provost. Responsibilities include handling emails, calendars, meeting logistics, and filing, plus assisting with hiring paperwork and compliance activities.

The role requires strong Microsoft Office skills, data entry, and ability to coordinate faculty and student records. A professional, organized, and proactive approach is essential to succeed in a collaborative university environment.

Qualifications

• Must be self-motivated, professional, and capable of managing workload in a fast-paced environment.
• Must be organized and work with little supervision.
• Requires strong computer and Internet research skills and ability to handle confidential information.
• Proficiency with Microsoft Office Suite and web-based programs is required.
• Excellent written and oral communication and interpersonal skills.

Responsibilities

• Supports Academic Deans with administrative duties and calendar management.
• Prepares reports and purchase orders (books, supplies).
• Manages faculty communications, events, and scheduling across campuses.
• Tracks student records and enrollment documentation for academic programs.
• Coordinates meetings, room reservations, and AV needs for events and trainings.
• Maintains Outlook calendar and coordinates with Academic Leadership on scheduling.

Skills

Microsoft Office

Project coordination

Communication skills

Multitasking

Organizational skills

Education

High School Diploma/GED

Tools

Microsoft Office Suite

Job description

Position Summary:

The Academic Administrative Assistant supports the Academic Deans (Nursing, AV Business, IT, Arts & Sciences, and Graduate Studies), and the University Provost & Associate Provost. The administrative support provided includes, but is not limited to maintenance of email, calendar, meetings, and filing. Additional duties include creating documents, data entry, mail, completing purchase orders, assisting with hiring paperwork, supporting compliance activities, and other office or university functions as needed. This position must be able to work closely with other professionals in a team approach.

Essential Responsibilities:

Supports and performs administrative duties for the Academic Deans to include:

• Preparing reports.


• Preparing Purchase Orders to include book orders & supply orders.


• Customer Relations.


• Supporting campus events.


• Faculty communication of events and changes.


• Sorting through resumes and information from job ads.


• Building matrices to source and screen faculty candidates.


• Records, manages, and files documents related to program and curriculum activities/reports.


• Processes student academic, conduct and attendance documentation for all academic programs.


• Ensure classroom schedules are posted at each classroom before the start of each term.


• Maintains student records management to include filing and maintenance.


• Manage new student enrollees during Student Review Committee meetings to include taking notes and providing summaries for Academic Leadership.


• Documents and tracks Faculty Development hours and producing certificates for compliance to include mock teaching forms and interviews forms for potential faculty.


• Coordinates Academic Meetings and events to include:
  
  
  
  • Reserving rooms/space.
  
  
  • Schedules needed for conferences and special events.
  
  
  • Maintains scheduling information on Outlook Calendar for Academic Leadership.
  
  
  • Coordinates food service for meetings and events.
  
  
  • Coordinates audio-visual equipment, set-ups and other relevant needs for academic meetings and training.
  
  
  
  


• Communication to faculty and follow-up on needed documents.


• Provide excellent customer service to all departments/employees within the university, outside customers and prospective students, as well as current students.


• Other duties as assigned.

Knowledge/Skills/ Abilities:

• Must be self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment.


• Must be organized and work well with little supervision.


• Candidates will be required to pass an annual FAA background investigation to obtain an airport security badge to maintain employment.


• Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience (preferred), and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters may be required.


• Administrative, event planning, exam training/knowledge, skills, and abilities as they apply to all work assignments.


• Able to multi-task, work independently and efficiently to meet deadlines.


• Able to promptly answer support related email, phone calls and other electronic communications.


• Self-motivated, detail-oriented, and organized.


• Proficient in computer applications such as Microsoft Office Suite, and Web Browsers.


• Excellent communication (oral and written), interpersonal, organizational, and presentation skills.

Required Qualifications:

• High School Diploma/GED (Some college preferred).


• Proficient with Microsoft Office and other Web-Based programs.

Professional/Public Activities:

• Continuing professional development.


• Attend informational webinars and potential conferences.


• Mandatory Participation in the Hallmark Character Program: All employees are required to actively engage in this program to embody and promote our core values.

Benefits:

• Comprehensive medical, dental, and vision insurance.


• 401(k) retirement plan Generous paid time off (PTO) and company-paid holidays.


• Educational incentives, including tuition assistance and support for professional certifications Ongoing professional development and training opportunities.


• Career growth and advancement opportunities Supportive and collaborative work environment.

Equal Employment Opportunity Statement:

Hallmark University is an Equal Opportunity Employer committed to creating an inclusive environment for all employees.