Administrative Assistant

South Texas College; Trevino Colonia (TX); On-site; USD 21,000 - 30,000; Full time

Job summary

South Texas College is seeking an Administrative Assistant to provide essential administrative support to the director and office staff in the Institutional Advancement and External Affairs department. The role requires strong communication, organization, and attention to detail to ensure efficient daily operations.

The position involves coordinating travel, processing payroll documentation, assisting with budget development, and maintaining inventories, with occasional extended hours to meet

Qualifications

• Associate's degree required.
• Minimum of 60 earned college hours.
• At least two years of work experience in a professional setting.

Responsibilities

• Provides administrative support to the director and staff.
• Facilitates communications and follows up on administrative matters.
• Manages clerical affairs of the director and office staff.
• Assists with compiling, typing, and tracking reports.
• Coordinates projects and reports with other departments.
• Manages multiple projects with deadlines, including some evenings/weekends.
• Handles inquiries and routes them to appropriate staff.
• Supports budget development and monitoring, including requisitions and reconciliations.
• Orders supplies and arranges equipment maintenance.
• Coordinates travel arrangements and reimbursements.
• Maintains department assets and office supplies inventory.
• Schedules trainings and retreats; prepares payroll documentation as needed.
• Supports interdepartmental projects.

Skills

Administrative support

Office communications

Microsoft Office

Budget awareness

Scheduling

Payroll knowledge

Customer service

Interpersonal skills

Deadline driven

Education

Associate's degree

60 earned college hours

Two years of professional work experience

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Department: Institutional Advancement and External Affairs

General Statement of Job

The Administrative Assistant provides administrative support to the director and staff by performing the following essential duties and other duties as assigned.

Specific Duties and Responsibilities

Essential Functions:

• Provides administrative support and assistance to the director and office staff.
• Facilitates communications, plans, and follows-up on administrative matters.
• Processes administrative and clerical affairs of the director and office staff.
• Assists with compiling, typing, and tracking reports, as directed.
• Coordinates projects/reports with other departments and divisions.
• Manages and/or monitors multiple projects and coordinated tasks, with some weekend and evening work required to meet strict deadlines.
• Handles inquiries and exercises sound judgment in referral of inquiries to appropriate staff.
• Seeks to solve problems, address concerns, and plans ahead with great attention given to customer service, project quality, and exact detail.
• Assists with annual budget development and subsequent preparation, including but not limited to monitoring budget, tracking of requisitions and purchase orders, and processing reconciliations.
• Orders and maintains supplies and arranges for equipment maintenance.
• Coordinates and processes travel arrangements, authorizations/vouchers, mileage reimbursements, and applicable forms.
• Conducts inventory on all department's assets and office supplies, as needed.
• Coordinates office schedule (e.g. trainings and/or retreats).
• Prepares payroll documentation, as needed.
• Assists with interdepartmental projects, as assigned.
• Performs other duties as assigned.

Required Education and Experience

• Associate's degree
• A minimum of 60 earned college hours
• At least two (2) years of work experience in a professional work setting required.

Required Knowledge, Skills and Abilities

• Excellent oral, written and interpersonal communication skills.
• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
• Good critical-thinking and problem-solving skills.
• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
• Ability to work independently as well as a team player within department and with others.
• Demonstrated ability to interact effectively with a diverse multi-cultural college population.
• Demonstrated commitment to achieving the vision and mission of South Texas College.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of students, customers or employees of organization.
• Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized and non-standardized situations.

Checks, Certificates, Licenses, and Registrations

Security Sensitive position: All applicants are subject to a criminal background check under South Texas College policy. In addition, subject to a federal background check.

Physical Requirements

• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Bending the body downward and forward by bending leg and spine.
• Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Applying pressure to an object with the fingers and palm.
• Perceiving the nature of sounds at normal speaking levels with or without correction.
• Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.
• Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Ability to make rational decisions through sound logic and deductive processes.
• Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Sitting particularly for sustained periods of time.
• Bending body downward and forward by bending spine at the waist.
• Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Minimum Compensation $18.75 Desired Start Date November 30, 2026 Posting Close Date (No Close Date if Blank) 3 November 2026 11:59pm

Founded in 1993, South Texas College offers more than 127 degree & certificate options, including associate degrees in a variety of liberal art, social science, business, math, science, technology, advanced manufacturing, and allied health fields of study. Additionally, South Texas College is the only community college in the State of Texas to offer 5 baccalaureate degrees. South Texas College has a faculty and staff of more than 2,200 to serve the college’s five campuses, two higher education centers, and one virtual campus. Since 2000, the Dual Credit Programs has served 130,000 high school students at 70 high school partners, saving families over $340 million dollars in tuition.