Administrative Assistant III

Texas State University; San Marcos, Northern (TX, KY); Hybrid; USD 38,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Tuition benefits

Paid time off

Wellness program

Professional growth opportunities

Job summary

Texas State University is seeking an Administrative Assistant III to provide clerical and administrative support to program chairs, department chairs, deans, or directors. The role involves day-to-day support, scheduling, correspondence, and robust coordination of priorities and requests.

Responsibilities include coordinating routine departmental operations, assisting with purchasing and travel, organizing meetings and events, and handling confidential information with discretion.

Qualifications

• Experience providing administrative or operational support in higher education or a similarly complex organization.
• Experience supporting multiple leaders, departments, or functional areas.
• Experience with purchasing, travel, expense, financial, procurement, or contracts-related administrative processes.
• Experience coordinating meetings, events, facilities, technology, equipment, or other operational logistics.

Responsibilities

• Provide day-to-day administrative support to leadership, including scheduling, correspondence, document preparation, meeting coordination, follow-up activities, and organization of priorities and requests.
• Coordinate routine departmental operations and administrative processes, including requests involving facilities, technology, equipment, mail and packages, supplies, records, and other operational needs.
• Assist with purchasing, invoices, procurement documentation, travel, expense documentation, contracts-related administrative processes, and other business activities in accordance with university procedures.
• Coordinate meetings, departmental events, workshops, and other activities, including room reservations, scheduling, communications, materials, technology, catering, and related logistics as needed.
• Prepare, maintain, organize, and distribute departmental records, reports, correspondence, spreadsheets, presentations, and other materials; handle confidential and sensitive information appropriately.
• Serve as a liaison with university offices, employees, vendors, and external contacts to facilitate requests, obtain information, resolve routine administrative matters, and support departmental workflow.
• Assist leadership and departmental staff with special projects, research, data collection, process documentation, tracking activities, and other assignments based on departmental priorities and operational needs.
• Perform other duties as required.

Skills

Administrative support

Scheduling

Records management

Office organization

Microsoft Office

Communication

Problem solving

Tools

University information systems

Collaboration platforms

Scheduling tools

Administrative technologies

Job description

Job Opportunities at Texas State University

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

Knowledge, Skills & Abilities

Knowledge of:

• General office practices, administrative procedures, records management, customer service practices, and business operations.
• University administrative processes, policies, and procedures, or the ability to learn and apply them effectively.
• Basic purchasing, travel, financial, and business processes in a higher education or complex organizational environment.

Skill in:

• Administrative support, scheduling, records management, document preparation, meeting coordination, and office organization.
• Organizing multiple assignments, monitoring deadlines, tracking requests, and following activities through completion.
• Reviewing information for accuracy, identifying discrepancies, and determining appropriate next step
• Using Microsoft Office applications and learning university information systems, collaboration platforms, scheduling tools, and other administrative technologies.
• Clear and professional oral and written communication.
• Problem solving, customer service, and effective collaboration with individuals across multiple functional areas.

Ability to:

• Exercise sound judgment and discretion while handling confidential or sensitive information.
• Manage competing priorities and adjust to changing operational needs.
• Work independently on routine assignments while recognizing when matters should be elevated to leadership.
• Establish and maintain effective working relationships with leadership, faculty, staff, students, vendors, and external stakeholders.
• Interpret and follow established policies, procedures, guidelines, and administrative processes.
• Prepare clear, accurate, and professional correspondence, reports, spreadsheets, presentations, and other documentation.

Preferred Qualifications

• Experience providing administrative or operational support in higher education or a similarly complex organization.
• Experience supporting multiple leaders, departments, or functional areas.
• Experience with purchasing, travel, expense, financial, procurement, or contracts-related administrative processes.
• Experience coordinating meetings, events, facilities, technology, equipment, or other operational logistics.

Job Description

The Administrative Assistant III provides administrative and clerical support to program chairs, department chairs, deans, or directors.

Job Duties

Position Specific Duties

• Provide day-to-day administrative support to leadership, including scheduling, correspondence, document preparation, meeting coordination, follow-up activities, and organization of priorities and requests.
• Coordinate routine departmental operations and administrative processes, including requests involving facilities, technology, equipment, mail and packages, supplies, records, and other operational needs.
• Assist with purchasing, invoices, procurement documentation, travel, expense documentation, contracts-related administrative processes, and other business activities in accordance with university procedures.
• Coordinate meetings, departmental events, workshops, and other activities, including room reservations, scheduling, communications, materials, technology, catering, and related logistics as needed.
• Prepare, maintain, organize, and distribute departmental records, reports, correspondence, spreadsheets, presentations, and other materials; handle confidential and sensitive information appropriately.
• Serve as a liaison with university offices, employees, vendors, and external contacts to facilitate requests, obtain information, resolve routine administrative matters, and support departmental workflow.
• Assist leadership and departmental staff with special projects, research, data collection, process documentation, tracking activities, and other assignments based on departmental priorities and operational needs.
• Perform other duties as required.

Additional Information to Applicants

Job Open Date

Job Open Date 10/12/2026

Job Close Date (posting closes at midnight)

Job Close Date (posting closes at midnight) 10/28/2026

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?

Join the Texas State Bobcat team and experience a career that offers more than just a job—it’s a path to a brighter future. As a Texas State employee, you’ll enjoy:

• 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.

At Texas State University, you’re not just an employee—you’re a valued member of a thriving and beautiful campus community.

Required fields are indicated with an asterisk (*).

Office of Human Resources