Administrative Asst II

Texas State University; San Marcos (TX); On-site; USD 371,000 - 501,000; Full time

Benefits offered by this job

Health insurance

Tuition benefits

Paid time off

Job summary

Texas State University is seeking an Administrative Assistant II in the Office of the University Registrar in San Marcos. The role serves as the primary contact for students, parents, faculty, and visitors, requiring knowledge of university policies and registrar practices.

The position involves managing student registrations, updating records in the SIS, handling transcripts, and ensuring data accuracy. Flexible schedule and adherence to confidentiality are essential in this fast-paced

Qualifications

• High school diploma required.
• Experience using Microsoft Office (Outlook, Word, Excel, Teams).
• Experience in providing high quality customer service.
• Experience answering multi-line phones with professional etiquette.
• Ability to prepare concise, grammatically correct correspondence.
• Strong organizational and time management skills in a fast-paced environment.
• Demonstrate confidentiality and discretion with sensitive information.
• Excellent attention to detail in a fast-paced work environment.

Responsibilities

• Support faculty, staff, students, and the public; route, take messages, or manage inquiries; assist at service counters per schedule.
• Provide high quality customer service through professional appearance and teamwork on projects.
• Manage student registrations, adds, drops, withdrawals, and late registrations; update logs and reports.
• Maintain and update student records in the SIS and related systems; update disciplinary records as directed.
• Manage transcript upkeep and academic standing; update GPA and grade changes; process transcript requests via Parchment.
• Verify accuracy of student details and respond to enrollment verifications; handle educational requests through National Student Clearinghouse.
• Handle academic document requests (transcripts and diplomas) through Parchment; review holds and manage processing.
• Additional duties as assigned by supervisor or leadership.

Skills

Microsoft Office

Customer service

Phone etiquette

Correspondence drafting

Organizational skills

Confidentiality

Attention to detail

Education

High School Diploma

Associate's degree

Tools

Banner

BDMS

CLSS

EMS

Parchment

Various NETs

Job description

Posting Number:

2026756

Posting/Functional Title:

Administrative Asst II

University Pay Plan Title:

Administrative Assistant II

Location:

San Marcos

Department:

Office of the University Registrar

Recruitment Type:

Open Recruiting

Job Type:

Full-Time

Funding Source:

Permanent

Monthly Salary:

$3,255.00

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
• Experience using Microsoft Office, specifically Outlook, Word, Excel, and Teams.
• Experience in providing high quality customer service.
• Experience in answering multi-line phone using professional phone etiquette.
• Ability to prepare concise and grammatically correct correspondence.
• Strong organizational and time management skills, with the ability to prioritize and manage multiple tasks efficiently in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrate exceptional attention to detail in a fast-paced work environment.

Preferred Qualifications:

• Associate's degree
• Basic understanding of University Policies and Procedures.
• Experience working in a university setting.
• Experience working in a Registrar's Office of a 4-year, state funded institution.
• Demonstrated punctual and excellent attendance.
• Basic understanding of TXST administrative software: Banner, BDMS, CLSS, EMS, Parchment, various. NETs.
• Willing to occasionally work outside of normal business hours.

Job Description:

This position is the primary point of contact for students, parents, faculty, staff, and visitors to the Office of the University Registrar. This position requires knowledge of institutional policies, procedures and practices of the Office of the University Registrar and Texas State University. Job duties performed impact enrollment, registration, graduation, records integrity, and reporting.

Job Duties:

• Support faculty, staff, students, and the public. Assist in resolving diverse concerns, handle incoming calls by routing, taking messages, or managing inquiries. Provide assistance at service counters as per schedule. Demonstrate effective communication through oral interaction, emails, faxes, and postal correspondence.
• Customer Service and teamwork. Provide high quality customer service through professional appearance, punctuality, and office conduct and also working within a team on projects.
• Manage student registration. Handle adds, drops, withdrawals using administrative forms. Handle special registrations (late registration, study abroad, student teaching, etc.). Verify drop and withdrawal requests through reports. Notify Department Chairs of late drop requests post-deadline. Process approved drops including administrative ones (missing prerequisites, never attended, etc.) Update spreadsheets and logs, file documents in relevant locations or image them into BDMS.
• Maintain and update student records and demographics in the Student Information System. Input and revise student details like personal information, contacts, and disciplinary status. Remove inaccurate data from reports received weekly. Update Disciplinary/ Suspension/Expulsion as directed by the Dean of Students. File student information documents correctly or scan them into BDMS and multiple ID systems.
• Manage transcript upkeep and Academic Standing. Calculate GPAs. Update transcripts with all grade changes, deletions, and testing center submissions. Adjust academic standing and Suspension/Probation notes as necessary due to grade changes, new entries, or suspension reinstatements. Input non-current hard copy transcript data into the SIS. Maintain degree records.
• Confirm accuracy of student details. Includes enrollment status, GPAs, grades, awarded degrees, graduation intent letters, and general inquiries for enrollment verifications. Process educational requests though the National Student Clearinghouse.
• Handle academic document requests. Handle (transcripts & diplomas) through Parchment. Review for any holds, manage daily and on demand transcript processing.
• Additional duties assigned by supervisor or the leadership team.

Additional Information to Applicants:

Applicant must attach a cover letter and resume to their application.

Job Open Date:

08/26/2026

Job Close Date (posting closes at midnight):

09/02/2026

Open Until Filled:

No

Normal Work Days:

Monday, Tuesday, Wednesday, Thursday, Friday

Normal Work Hours Start:

8:00AM

Normal Work Hours End:

5:00PM

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. Start your journey with us today. https://www.hr.txst.edu/benefits.html

Quick Link:

https://jobs.hr.txstate.edu/postings/58223