Administrative Associate III - Assistant to the Chair

Sam Houston State University; Huntsville (TX); On-site; USD 45,000 - 55,000; Full time

Job summary

Sam Houston State University is seeking an Administrative Associate III to support the Department of Art and assist the Chair in coordinating academic operations, faculty activities, student services, and departmental processes. The role requires handling scheduling, communications, payrolls, and hiring documentation with strong organizational skills.

The candidate should have an Associate’s degree in a related field and at least four years of relevant administrative experience, with proficiency

Qualifications

• Requires an Associate’s degree in related field and four years of relevant administrative assistant experience or equivalent.
• Proficiency with standard office software and equipment.
• Excellent written and verbal communication skills.

Responsibilities

• Provide high-level administrative coordination for academic operations, faculty support, student services, and departmental processes.
• Serve as main point of contact for the Department of Art, managing calendars, mail, files, and inventory.
• Assist with class scheduling, enrollment monitoring, and faculty workload reporting in Banner.

Skills

Communication skills

Attention to detail

Organizational skills

Education

Associate’s degree in related field

Tools

Microsoft Office

Adobe Acrobat

Job description

Requisition: 202600288S

Title: Administrative Associate III - Assistant to the Chair

FLSA status: Non-Exempt

Hiring Salary: This position is a pay grade 7. Please see Pay Grade Table at: https://pa-hrsuite-production.s3.amazonaws.com/116/docs/636763.pdf

Occupational Category: Technical/Para-Professional

Department: Dept of Art

Division: Division of Academic Affairs

Open Date: 09/17/2026

Open Until Filled: Yes

Educational and Experience Requirement: Associate’s degree in related field. Four years relevant administrative assistant experience or experience in a related field. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position: Performs complex administrative and office management duties in support of the Department of Art. The position provides high-level administrative coordination for academic operations, faculty support, student services, and departmental processes, ensuring efficient daily operations and effective communication within the department and across the university.

Primary Responsibilities

The Administrative Associate III serves as the primary administrative support for the Department of Art, providing day-to-day coordination of academic, personnel, and office operations.

Administrative & Office Management

Serves as the department’s main point of contact, answering phones, responding to inquiries, and assisting students, faculty, and visitors. Manages departmental correspondence, calendars, records, and files. Reviews and routes incoming mail and communications appropriately. Maintains departmental inventory and supports the annual inventory audit process.

Academic & Student Support

Assists with class scheduling, enrollment monitoring, and schedule updates in coordination with the Chair. Supports student registration processes, including overrides for prerequisites, capacity, and duplicate courses. Gathers textbook requests for bookstore ordering. Maintains academic records and enters faculty workload data in Banner and prepares and submits the department’s faculty workload report each semester in accordance with university deadlines and requirements.

Faculty & Personnel Support

Prepares faculty meeting materials, records minutes, and distributes communications. Maintains faculty files and assists with faculty hiring processes, including posting positions, coordinating applicant materials, and preparing required hiring documentation. Drafts and processes electronic payroll action forms (ePAFs) for faculty, staff, and student employees.

Student Employment & Scholarships

Posts student employment opportunities and support the hiring and onboarding of student workers. Monitors student employee time and maintains related records.

Financial & Operational Support

Supports budget preparation activities in collaboration with the Chair and designated financial staff. Serves as a backup for purchasing, requisitions, and departmental travel in accordance with university procedures.

Performs other related duties as assigned to support the effective operation of the Department of Art.

Other Specifications

Requires proficiency with standard office software and equipment, including Microsoft Office and Adobe Acrobat. Strong written and verbal communication skills, attention to detail, and organizational ability are essential. Position involves frequent interaction with faculty, students, administrators, and the public. Occasional evening or weekend work may be required to support departmental events.

Full Time / Part Time

Full Time

Quicklink: https://shsu.peopleadmin.com/postings/48642

EEO Statement

Sam Houston State University is an Equal Employment Opportunity Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, national origin, sex, religion, age, disability, or protected veteran status. The University takes seriously the initiative to ensure equal opportunity in the workforce and to comply with Title VII as interpreted by the U.S. Supreme Court. Sam Houston State University is an “at will” employer. Employees with a contract will have additional terms and conditions. Security-sensitive positions at SHSU require background checks in accordance with Education Code §51.215. Annual Security and Fire Safety Report