Administrative Assistant

southtexascollege; Trevino Colonia (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

South Texas College in Texas seeks an Administrative Assistant to support the Institutional Advancement and External Affairs department. The role provides administrative support to the director and staff, coordinates projects, manages travel, budgets, and reporting with a strong emphasis on accuracy and customer service.

You will handle scheduling, communications, payroll documentation as needed, and assist with interdepartmental projects, ensuring deadlines are met and records maintained.

Qualifications

• Excellent oral, written and interpersonal communication skills.
• Strong computer skills with knowledge of Microsoft Office including 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.

Responsibilities

• 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.

Skills

Oral and written communication

Interpersonal skills

Multitasking

Time management

Team collaboration

Customer service

Detail orientation

Education

Associate's degree

60 earned college hours

Tools

Microsoft Office

Windows OS

Internet research

Job description

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

• 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