Administrative Programs Coordinator

ST. MARY'S UNIVERSITY; San Antonio (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

ST. Mary's University seeks an Administrative Support Specialist to provide comprehensive support for the school, department chairs, faculty and staff. This role handles calendars, invoices, travel, and reimbursements while coordinating recruitment paperwork and confidential records.

You will prepare documents, reports, and publicity materials, coordinate events, and supervise student workers. Strong MS Office and Excel skills, plus experience with ARGOS/Banner, are preferred.

Qualifications

• Associate's Degree from an accredited college or university in required fields; prefer Fine Arts, Humanities, Social Science or equivalent experience
• 3–5 years of demonstrated administrative support experience; higher-ed experience preferred
• Must clear and maintain favorable background investigation and clearance
• Must have valid driver's license and transportation to conduct business daily
• Advanced knowledge of MS Office (Word, Teams, Outlook) with emphasis on Excel; experience with Zoom
• Experience with ARGOS, Banner, or similar programs and recruitment/retention software preferred
• High attention to detail; ability to manage multiple priorities in a multi-tasked environment
• Excellent verbal and written communication skills; strong public relations and discretion
• May be required to work more than 40 hours during the workweek
• Ability to coordinate between the Dean and various offices effectively

Responsibilities

• Provides comprehensive administrative support for the school, department chairs, faculty and staff
• Manages email lists, calendars, invoices, purchasing, travel arrangements, and reimbursements
• Creates and edits documents, presentations, and reports; maintains databases and filing records
• Coordinates recruitment and appointment paperwork for faculty, staff and students, maintaining confidentiality
• Coordinates publicity, media materials, and marketing in collaboration with the communications department
• Plans events, secures rooms and virtual resources, manages materials and catering
• Maintains syllabi, faculty credentials, and semester documents; tracks course offerings
• Arranges meetings and documents minutes, attendance, and action items
• Supervises student workers and coordinates between offices for non-routine projects
• Supports time-sensitive projects with professionalism and discretion
• Performs other duties as assigned

Skills

MS Office

Excel

Communication

Data management

Time management

Education

Associate's Degree

Bachelor's preferred

Tools

ARGOS

Banner

Zoom

MS Teams

MS Outlook

Job description

ST. Mary's University seeks an Administrative Support Specialist to provide comprehensive support for the school, department chairs, faculty and staff. This role handles calendars, invoices, travel, and reimbursements while coordinating recruitment paperwork and confidential records.

You will prepare documents, reports, and publicity materials, coordinate events, and supervise student workers. Strong MS Office and Excel skills, plus experience with ARGOS/Banner, are preferred.