Administrative Assistant IV

COLLEGE OF MAINLAND

Texas City (TX)

On-site

USD 42,000 - 52,000

Full time

6 days ago

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Job summary

College of the Mainland in Texas City is seeking an Administrative Assistant IV to provide advanced administrative support for Adult Education programs. This role requires independent judgment and thorough knowledge of college policies and program requirements, coordinating operations and communications to ensure efficient service delivery.

You will manage calendars and meetings, prepare reports and correspondence, maintain confidential records under FERPA, and support budgeting, purchasing,

Qualifications

Forty-five college credit hours required; 23 may be substituted with 1.5 years related work.
Three years of progressively responsible administrative support experience.
Four years preferred providing support across multiple programs or departments.
Proficiency in Microsoft Office Suite and ability to learn data management systems.

Responsibilities

Provide advanced administrative support to the Director and Adult Education leadership by coordinating daily office operations and ensuring the efficient delivery of program services.
Serve as the primary point of contact for students, faculty, staff, community partners, and external agencies by responding to inquiries, providing information, and directing requests to appropriate personnel.
Coordinate and maintain calendars, meetings, orientations, professional development activities, advisory committee meetings, and special events for the Adult Education program.
Prepare, proofread, edit, and distribute correspondence, reports, presentations, meeting agendas, minutes, forms, and other program documents while maintaining a high level of accuracy and professionalism.
Maintain confidential student, personnel, financial, and program records in accordance with College policies, FERPA, and applicable regulations.
Assist with student intake, registration, scheduling, referrals, and general administrative processes that support Adult Education and Literacy services.
Enter, maintain, verify, and retrieve program data using College information systems and reporting systems to ensure accuracy and timely reporting.

Skills

Administrative support

Communication

Time management

Interpersonal skills

Tools

Microsoft Office Suite

Data management systems

Job description

Position Information

Posting Number

AS543P

Position Title

Contract Length N/A

Class Summary

The Administrative Assistant IV provides advanced administrative and operational support for Adult Education programs. This position performs a wide range of complex administrative functions requiring independent judgment, discretion, and thorough knowledge of College policies, procedures, and program requirements. The position coordinates administrative operations, manages communications, prepares reports and correspondence, maintains confidential records, and supports the efficient delivery of program services. The Administrative Assistant IV serves as a key administrative resource for students, faculty, staff, and community partners while ensuring the effective operation of the assigned area.

Candidates Eligible to Apply

Internal/External

Position Type

Non-Exempt Staff

Employment Status

Full Time

Position Funding Type

Regular

Forty-five (45) college credit hours required. Twenty-three (23) of the required credit hours may be substituted with one and one-half (1½) years of directly related work experience. Any work experience used to satisfy the educational requirement may not also be counted toward the required minimum years of experience.

Three (3) years of progressively responsible administrative support experience, preferably supporting multiple programs, departments, or complex operational areas.

Preferred Education/Training/Experience

Four (4) years of progressively responsible administrative support experience providing support to multiple programs, projects, departments, or complex operational areas.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to learn and effectively use College and Adult Education data management systems.

Knowledge of advanced office administration practices and procedures, including document preparation, records management, data entry, and maintaining a high level of accuracy, attention to detail, and effective time management.

Knowledge of recordkeeping and documentation practices, including the maintenance of confidential student, personnel, and program records in accordance with applicable regulations and College policies.

Ability to perform accurate arithmetic calculations and assist with routine fiscal, purchasing, and budget-related administrative processes.

Ability to operate standard office equipment and interpret, apply, and explain College policies, procedures, and Adult Education program guidelines to students, faculty, staff, and community partners.

Ability to compile, organize, verify, and summarize information; prepare routine and special reports; and maintain accurate program documentation to support operational and compliance requirements.

Ability to organize multiple priorities, coordinate administrative activities, exercise sound judgment, and consistently meet critical deadlines in a fast‑paced, grant‑funded environment.

Strong verbal and written communication, customer service, and interpersonal skills, with the ability to interact professionally and effectively with diverse student populations, faculty, staff, community partners, and external agencies while maintaining confidentiality and providing excellent service.

Preferred Knowledge & Skills

Knowledge of applicable federal, state, and institutional regulations, policies, procedures, and grant requirements related to Adult Education and Literacy programs.

Ability to provide effective customer service to a diverse student population; bilingual proficiency in English and Spanish is preferred.

Licensing/Certification Requirements

None

Job Duties

Provide advanced administrative support to the Director and Adult Education leadership by coordinating daily office operations and ensuring the efficient delivery of program services.

Serve as the primary point of contact for students, faculty, staff, community partners, and external agencies by responding to inquiries, providing information, and directing requests to appropriate personnel.

Coordinate and maintain calendars, meetings, orientations, professional development activities, advisory committee meetings, and special events for the Adult Education program.

Prepare, proofread, edit, and distribute correspondence, reports, presentations, meeting agendas, minutes, forms, and other program documents while maintaining a high level of accuracy and professionalism.

Maintain confidential student, personnel, financial, and program records in accordance with College policies, the Family Educational Rights and Privacy Act (FERPA), and applicable federal and state regulations.

Assist with student intake, registration, scheduling, referrals, and general administrative processes that support Adult Education and Literacy services.

Enter, maintain, verify, and retrieve program data using College information systems and Adult Education reporting systems to ensure accuracy, completeness, and timely reporting.

Assist with collecting, organizing, and maintaining documentation required for Texas Workforce Commission (TWC) Adult Education and Literacy grant compliance, monitoring activities, audits, and performance reporting.

Monitor administrative processes to ensure compliance with College policies, grant requirements, and Adult Education program guidelines.

Coordinate purchasing activities, including preparing purchase requisitions, monitoring supply inventories, processing invoices, reconciling receipts, and maintaining purchasing documentation in accordance with College procedures.

Assist with budget tracking by maintaining expenditure records, preparing routine financial reports, and monitoring departmental expenditures within established guidelines.

Coordinate travel arrangements, conference registrations, reimbursement documentation, and related administrative activities for Adult Education staff.

Maintain office supply inventories and coordinate the ordering, receiving, and distribution of supplies, instructional materials, and equipment necessary for program operations.

Coordinate facility and classroom scheduling for Adult Education classes, testing, orientations, workshops, meetings, and special events.

Support program instructors and staff by preparing instructional materials, maintaining classroom resources, coordinating administrative requests, and assisting with operational needs.

Assist with coordinating communication with community partners, employers, school districts, workforce organizations, and other agencies participating in Adult Education initiatives.

Prepare reports, spreadsheets, and statistical summaries by compiling information from multiple sources to support program planning, compliance, and decision‑making.

Maintain electronic and physical filing systems to ensure records are organized, secure, and readily accessible.

Exercise independent judgment in resolving routine administrative issues and escalating complex matters to appropriate supervisory staff when necessary.

Interpret and explain College policies, procedures, and Adult Education program requirements to students, faculty, staff, and members of the public.

Support onboarding activities for new staff, part‑time instructors, and temporary employees by coordinating required documentation and administrative processes.

Assist with coordinating internal and external audits, monitoring visits, accreditation activities, and grant reviews by preparing requested documentation and supporting materials.

Maintain confidentiality when handling sensitive student, personnel, financial, and program information.

Participate in departmental, divisional, and College committees, meetings, training, and professional development activities as assigned.

Coordinate administrative support for testing activities, including scheduling, maintaining testing records, preparing testing materials, and ensuring documentation is maintained in accordance with Adult Education and Literacy program requirements.

Coordinate communications and administrative activities with community‑based organizations, local workforce partners, employers, school districts, and other external stakeholders to support outreach, student recruitment, referrals, and collaborative Adult Education services.

Perform other related duties as assigned to support the mission and objectives of the Adult Education program and the College.

Physical Requirements

Sedentary work that requires prolonged periods of sitting, working at a computer, and performing administrative tasks using standard office equipment.

Ability to regularly use hands and fingers to operate computers, keyboards, telephones, printers, scanners, and other office equipment.

Ability to communicate effectively in person, by telephone, and electronically with students, faculty, staff, community partners, and external stakeholders.

Ability to read and interpret documents, reports, forms, policies, and procedures in both electronic and printed formats.

Ability to maintain visual attention and accuracy while reviewing documents, entering data, and completing administrative tasks.

Ability to occasionally stand, walk, bend, reach, and move throughout the office, classrooms, testing areas, and other College facilities.

Ability to occasionally lift, carry, push, or pull office supplies, files, instructional materials, or equipment weighing up to approximately 25 pounds.

Ability to work effectively in a fast‑paced environment while managing multiple priorities and meeting deadlines.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Minimum Salary Range

$41,684

Mid Point Salary Range

Maximum Salary Range

$52,105

Posting Open Date

07/27/2026

Posting Close Date

Posting Will Be Open Until Filled

Yes

EEO Statement

College of the Mainland is an affirmative action/equal opportunity institution and does not discriminate on the basis of race, color, sex, age, national origin, religion, disability or veteran status.

College of the Mainland does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and 1992.

Documents Needed to Apply