Administrative Assistant III

Houston Dose; Houston (TX); On-site; USD 40,000 - 47,000; Full time

Job summary

The Administrative Assistant III at the University of Houston System provides high-level administrative and operational support to the Academic Affairs department. You will coordinate business processes, financial activities, reporting, and departmental operations with independence.

Responsibilities include handling budgets, procurement, HR records, and efficient travel and meeting logistics for department leadership, while ensuring compliance and timely, accurate information flow.

Qualifications

• High school diploma or equivalent required.
• Minimum of three (3) years of related job experience.
• Knowledge of general office procedures and university policies.
• Proficiency in MS Office and PeopleSoft.
• Excellent interpersonal, communication, and customer service skills.
• Strong analytical and problem-solving abilities.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide advanced administrative and operational support to the department and stakeholders.
• Coordinate administrative processes, monitor workflow, and manage resources.
• Maintain financial, budgetary, procurement, and personnel records.
• Prepare and process financial documents and reports.
• Coordinate calendars, travel, and meetings for departmental leadership.
• Assist with special projects and events.

Skills

MS Office

PeopleSoft

Analytical skills

Communication skills

Customer service

Detail-oriented

Organizational skills

Education

High school diploma or equivalent

Job description

Department: Academic Affairs

Salary: $39,923 - $46,910

This position is located at 1801 Main Street in the Amegy building.

JOB SUMMARY

The Administrative Assistant III provides highly skilled administrative and operational support through the coordination of business processes, financial activities, reporting functions, and departmental operations. The position exercises independence in managing administrative functions, analyzing information, and supporting departmental planning, and compliance.

DUTIES

• Provides advanced administrative and operational support to the department, serving as a primary resource for faculty, staff, students, and external stakeholders and responding to complex inquiries regarding departmental procedures and services.
• Oversees daily office operations by coordinating administrative processes, monitoring workflow, managing departmental resources, and ensuring efficient delivery of support services.
• Coordinates and maintains administrative, financial, and human resources records, ensuring accuracy, compliance, and timely processing of departmental transactions and documentation.
• Prepares, reviews, and processes financial, budgetary, procurement, and personnel

documents, assisting with budget development, reconciliations, expenditure monitoring, and financial reporting activities.

• Generates, verifies, analyzes, and maintains operational, financial, and administrative reports to support departmental planning, decision-making, and compliance requirements.
• Coordinates departmental purchasing and business operations, including processing invoices, vouchers, expense reports, P-card reconciliations, and other financial transactions.
• Maintains departmental communications platforms, including webpages and social media content, ensuring information is accurate, current, and aligned with departmental objectives.
• Coordinates calendars, meetings, travel arrangements, and logistical support for departmental leadership, programs, and initiatives.
• Assists with the planning, coordination, and implementation of special projects, events, and departmental initiatives.

MARGINAL DUTIES

• Performs all other duties as assigned.
• Performs tasks related to specific department/college

REQUIRED QUALIFICATIONS

Education

• High school diploma or equivalent

Experience

• Minimum of three (3) years of related job experience

License/Certification

• None required

PREFERRED QUALIFICATIONS

• None

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge

• Knowledge of general office and administration tasks and equipment knowledge of relevant university policies and procedures

Skills

• Good technical skills, including strong proficiency in MS Office and PeopleSoft.
• Strong analytical and problem-solving skills.
• Excellent interpersonal, communication, and customer service skills.
• Good attention to detail; strong organizational skills.

Abilities

• Ability to work in a timely manner.
• Ability to multitask.
• Ability to communicate effectively with a wide range of individuals and constituencies in a diverse university community.

WORK LOCATION AND PHYSICAL DEMANDS

Primary Work Location

• Works in an office environment

Physical Demands

• Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.
• Must have precise hand-eye coordination and the ability to identify and distinguish colors.
• Must have the ability to move items of up to 30lbs

All positions at the University of Houston-System are security sensitive and will require a criminal history check.

The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.