Administrative Assistant II

Texas State University; San Marcos, Northern (TX, KY); Hybrid; USD 36,000 - 40,000; Full time

Job summary

Texas State University in San Marcos, TX is seeking an Administrative Assistant II to provide clerical support in the Department of Counseling, Leadership, Adult Education & School Psychology. The role requires front-desk duties, scheduling, travel reimbursements, and coordinating events.

Responsibilities include greeting visitors, answering calls and emails, assisting with program records, processing invoices and purchases, and maintaining departmental records in accordance with university

Qualifications

• High school diploma with 2 years of administrative assistant experience.
• Knowledge of policy and procedures in a complex work environment.
• Proficient in Microsoft Office Suite and Adobe Sign (Texas State examples include SAP, Concur, AIM, Banner, CourseLeaf, 25Live, Slate and Canvas).
• Ability to manage multiple tasks and to prioritize tasks effectively to meet deadlines.
• Exceptional organizational abilities with a high level of attention to detail.
• Prepare clear, concise, and grammatically correct correspondence and documents.
• Discretion and confidentiality in handling sensitive issues and information.

Responsibilities

• Greeting students, faculty, and visitors to the office.
• Responding in a timely manner to incoming phone calls and emails.
• Providing guidance or referrals to students, faculty, and visitors, as needed.
• Working with Program Coordinators to assist with program needs, communications, and events.
• Handling purchases, reimbursements, and processing forms for independent contractors.
• Reserving rooms and assisting with faculty meetings, department, and program events.
• Entering course registration, scheduling, and room reservation information for upcoming semesters.
• Providing information to prospective students about admissions and program procedures.
• Preparing travel requests, mileage reimbursement, and expense reports.
• Developing partnerships with university and community contacts.

Skills

Administrative support

Microsoft Office

Communication

Organization

Attention to detail

Discretion

Education

High school diploma

Tools

Adobe Sign

SAP

Concur

AIM

Banner

CourseLeaf

25Live

Slate

Canvas

Job description

Job Opportunities at Texas State University

Recruitment Type

Job Type

Job Type Full-Time

Funding Source

Funding Source Permanent

Monthly Salary

Monthly Salary $3,333.33

Job Category

Job Category Non-Exempt

Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

• High school diploma with 2 years of administrative assistant experience.
• Knowledge of policy and procedures in a complex work environment such as a university, school, business, agency, or similar environment.
• Demonstrated proficiency in Microsoft Office Suite, including Word, Outlook, and Excel and Adobe Sign (for Texas State employees examples include software such as SAP , Concur, AIM , Banner, CourseLeaf, 25Live, Slate and Canvas)
• Ability to manage multiple tasks and to prioritize tasks effectively in order to meet deadlines within a fast-paced environment.
• Exceptional organizational abilities with a high level of attention to detail.
• Prepare clear, concise, and grammatically correct correspondence and documents.
• Discretion and confidentiality in handling sensitive issues and information.

Preferred Qualifications

• Experience working in higher education at a college or university.
• Knowledge of Texas State University policies and procedures.
• Strong customer service skills in interacting courteously and confidentially with others when answering phones and in person.
• Skilled in preparing clear, concise and grammatically correct correspondence, proofreading and formatting documents and spreadsheets.
• Ability to multitask, working in high-priority situations to meet deadlines while coping with frequent interruptions.
• Experience with assisting and/or coordinating event/meeting planning, working within a budget, and preparing purchase orders.

Job Description

Responsible for providing administrative and general clerical support within the Department of Counseling, Leadership, Adult Education & School Psychology. This includes primary support responsibilities for graduate programs with CLAS and other department duties as assigned. This position is in person at the San Marcos campus.

Job Duties

The Administrative Assistant II provides administrative support to students, faculty, and staff within the department. Responsibilities of this position include:

• Creating a welcoming environment and greeting students, faculty, and visitors to the office.
• Responding in a timely manner to incoming phone calls and emails.
• Providing guidance or referrals to students, faculty, and visitors, as needed.
• Working closely with Program Coordinators to assist with program needs, communications, and events and to maintain program records.
• Handling purchases for the programs and department; processing reimbursements; submitting forms and payments for independent contractors in a timely manner; and ensuring that expenses and receipts are sufficiently tracked, submitted, and reconciled according to university procedures.
• Reserving rooms and assisting with faculty meetings, department, and program events as needed.
• Entering course registration, scheduling, and room reservation information for upcoming semesters. Submitting changes to course information, as needed. Processing override requests with appropriate approval from program faculty.
• Providing information to prospective students about admissions, registration, override requests, and basic program-related information. Supporting programs in admissions procedures.
• Preparing travel requests, mileage reimbursement, and expense reports for students, faculty, and staff. Ensuring student and faculty travel spreadsheets are accurate and complete on a weekly basis. Supporting faculty candidates by making travel, transportation, and lodging arrangements.
• Developing partnerships with university and community contacts to more effectively complete administrative tasks.
• Sending partnership agreements as needed to identified stakeholders and track signatures for prompt completion.

Additional Information to Applicants

Job Open Date

Job Open Date 09/22/2026

Job Close Date (posting closes at midnight)

Job Close Date (posting closes at midnight) 10/05/2026

Open Until Filled No

Normal Work Days

Normal Work Hours Start 8:00AM

Normal Work Hours End 5:00PM

Posting Notices

Legal and Required Notices

Texas State University is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, veteran status, or any other basis protected by federal or state law in employment, educational programs, and activities and admissions. Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.

In accordance with federal law, all new employees must complete the Form I-9 and provide acceptable documentation verifying their identity and authorization to work in the United States. Texas State University participates in E-Verify, and employment is contingent upon the successful verification of work authorization. Employees are required to maintain valid work authorization to satisfy the conditions of Form I9 at all times during their employment and the university makes no implicit or explicit promises to financially support visa or permanent residency applications.

Why Choose Texas State University?

Exceptional Benefits: Comprehensive health insurance with 100% premium coverage for employees and 50% for dependents, starting on your first day.
Generous Time Off: Enjoy vacation, holidays, sick leave, and more to maintain a healthy work-life balance.
Wellness and Balance: Access a FREE wellness program, plus mother and family-friendly resources to support your personal well-being.
Professional Growth: Explore a wide range of training, development courses, certifications, and educational support programs.
Welcoming Campus: Become part of a vibrant Bobcat community with numerous social and professional networks.

Tuition Benefits: Take advantage of tuition support for yourself and for your dependent children, making higher education more accessible for your family.
Retirement Security: Secure your future with TRS pension, retirement plans, and voluntary savings options with strong employer contributions.

Required fields are indicated with an asterisk (*).

• * Do you have two (2) years of experience providing Administrative support in a professional office environment?
  • Yes
  • No
• * Briefly describe your experience working in student-centered or customer-oriented environments.

  (Open Ended Question)

• * Rate your level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe.
  • No Experience
  • Beginner
  • Intermediate
  • Advanced

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