Administrative Assistant II

Lamar University; Beaumont (TX); On-site; USD 38,000 - 60,000; Full time

Benefits offered by this job

Health, dental & vision insurance

Life insurance

State retirement plans

Tuition assistance for employees and a

Paid time off

Job summary

Lamar University is seeking an Administrative Assistant II to provide comprehensive administrative support for the Department of Curriculum & Instruction. Responsibilities include office operations, purchasing, budget tracking, payroll documentation, event coordination, records management, and website updates to ensure efficient departmental functions.

The role requires strong organizational and communication skills, proficiency in Microsoft Office, and the ability to handle confidential

Qualifications

• High School Diploma or GED required.
• 1+ year of progressively responsible administrative or office support experience preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational, interpersonal, and customer service skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Effective written and verbal communication.

Responsibilities

• Serve as primary receptionist and handle inquiries.
• Schedule appointments, meetings, and events.
• Maintain calendars and coordinate room usage.
• Process purchasing transactions and track expenditures.
• Maintain personnel files and payroll related records.
• Prepare and maintain timesheets and onboarding documents.
• Update departmental websites and assist with communications.
• Support special projects and events.

Skills

Microsoft Office Suite

Customer service

Organizational skills

Communication skills

Confidentiality

Education

High School Diploma or GED

Associate’s degree or higher

Tools

Banner

EPAFs

Purchasing systems

Payroll processing

Job description

Job Summary

The Administrative Assistant II provides comprehensive administrative support for the Department of Curriculum & Instruction by coordinating daily office operations, serving as the primary point of contact for students, faculty, staff, and visitors, and supporting departmental business processes. Responsibilities include office administration, purchasing support, budget tracking, payroll and personnel documentation, event coordination, records management, website updates, and general administrative support to ensure efficient departmental operations.

Essential Job Functions

Reception, Customer Service, and Office Administration

• Serve as the primary receptionist by answering telephones, greeting visitors, and responding to inquiries.
  
• Schedule appointments, meetings, and departmental events.
  
• Maintain office calendars and coordinate conference room usage.
  
• Receive, sort, and distribute mail and deliveries.
  
• Maintain office supplies and coordinate equipment maintenance as needed.
  

Administrative Operations, Purchasing, and Budget Support

• Prepare purchase requisitions and process departmental purchasing transactions.
  
• Process P-Card documentation and reconcile purchasing records.
  
• Track departmental expenditures and assist with budget monitoring and financial recordkeeping.
  
• Coordinate shipping, receiving, telecommunications, and other office logistics.
  
• Assist faculty and staff with administrative processes and university procedures.
  

Payroll and Personnel Administration

• Prepare and maintain timesheets and employment documentation.
  
• Process EPAFs, onboarding documentation, personnel changes, and separation paperwork.
  
• Support departmental payroll processing by preparing and maintaining required records.
  
• Maintain personnel files in accordance with university policies and confidentiality requirements.
  

Records and Information Management

• Perform data entry and maintain accurate departmental records.
  
• Create, edit, and distribute correspondence, reports, and other documents.
  
• Maintain electronic and paper filing systems.
  
• Assist in maintaining academic schedules and departmental records.
  

Event and Program Support

• Coordinate logistics for departmental meetings, workshops, conferences, and special events.
  
• Assist faculty and staff with program activities and project timelines.
  
• Coordinate facilities, catering, materials, and participant communications.
  
• Provide administrative support for departmental initiatives and special projects.
  

Website, Communications, and Student Worker Support

• Update departmental webpages and routine social media content in accordance with university branding and communication standards.
  
• Assist with maintaining accurate online information for departmental programs and services.
  
• Provide day-to-day guidance and assign work to student workers as directed.
  
• Monitor completion of assigned student worker tasks and provide feedback to department leadership regarding performance.
  

Minimum Qualifications

• High School Diploma or GED.
  
• One (1) year of progressively responsible administrative or office support experience.
  
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
  
• Excellent organizational, interpersonal, and customer service skills.
  
• Ability to maintain confidentiality and exercise sound judgment.
  
• Ability to communicate effectively both verbally and in writing.
  

Desired Qualifications

• Associate’s degree or higher.
  
• Experience working in higher education.
  
• Experience with Banner, EPAFs, purchasing, payroll processing, or similar administrative systems.
  
• Experience coordinating departmental events or supporting academic programs.
  
• Experience maintaining departmental websites or social media platforms.
  

Key Competencies

• Strong organizational and time management skills with the ability to prioritize multiple assignments.
  
• Excellent customer service and interpersonal skills.
  
• Effective written and verbal communication skills.
  
• Ability to maintain confidential information with professionalism and discretion.
  
• Strong attention to detail and accuracy.
  
• Ability to interpret and apply university policies and procedures.
  
• Ability to learn and utilize university administrative systems and software.
  
• Working knowledge of purchasing, budget tracking, records management, and office procedures.
  
• Ability to coordinate multiple projects simultaneously while meeting deadlines.
  
• Ability to provide guidance and direction to student workers.
  

Physical Requirements

Ability to perform the physical requirements of a typical office environment, including prolonged sitting, standing, walking between buildings, bending, stooping, and occasionally lifting or moving items weighing up to 25 pounds.

Job Conditions

Work is performed primarily in a standard office environment with extensive public contact, frequent interruptions, and occasional evening or weekend work to support departmental events.

Special Note: We are unable to provide visa sponsorship for this position. Candidates must be authorized to work in the United States without the need for sponsorship now or in the future.

Who We Are: Home to more than 18,000 students, Lamar University is among the fastest growing Texas colleges and universities. LU is a member of The Texas State University System, which is the first higher education system of Texas and maintains the lowest average tuition and fees of any university system in Texas. With more than 120-degree options and a community that cares, Lamar students are always proud to be Cardinals. Lamar University strives to educate leaders, demonstrate excellence in student learning and career readiness, and pursue research with relevance. Lamar University is committed to fostering an environment of teamwork where all students, faculty, and staff can learn, work, and become a part of our community.

Benefits

• Health, dental & vision insurance?
• Life insurance
• State of Texas Retirement plans
• Tuition covered at 100% for employees, spouses and/or eligible dependents.
• Paid time off – vacation, sick, and holidays.

To see more information about the available benefits, please visit: Benefits - Lamar University

Lamar University is An Equal Opportunity Employer

Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003.

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.