Administrative Specialist, Academic Affairs

Lee College; Baytown (TX); On-site; USD 41,000 - 43,000; Full time

Job summary

Lee College in Baytown, TX seeks an Administrative Specialist, Academic Affairs to provide administrative support to the Executive Directors of Academic Programs, Technical & Industrial Programs, and School & College Partnerships. Starting salary range is $40,747.20–$42,825, commensurate with education and experience.

This role coordinates projects, manages calendars, prepares documents, assists with budget, travel, and reporting, and serves as a resource to departmental Administrative

Qualifications

• Strong organizational skills and attention to detail.
• Effective verbal and written communication skills.
• Ability to work independently and manage multiple priorities.
• Ability to collaborate with administrators, faculty, staff, and students.

Responsibilities

• Provide administrative support to assigned Executive Directors, including calendar management, meeting correspondence, and document preparation.
• Serve as a point of contact for inquiries; respond, coordinate follow-up, and refer matters requiring review.
• Prepare, review, edit, and format reports, presentations, and memoranda.
• Coordinate meetings, agendas, minutes, and follow-up items for committees and activities.
• Assist with planning, tracking, and documenting projects within Academic Affairs.
• Support budget and purchasing activities; process requisitions and track expenditures.
• Prepare travel arrangements and related documentation.
• Maintain records and filing systems; ensure accuracy and compliance.
• Collect and organize data for reports and Academic Affairs programs.
• Coordinate information across departments to facilitate timely processes.
• Serve as a resource for Administrative Specialists on course schedules and room allocations in systems like PeopleSoft and Maxient.

Skills

Organization

Communication

Discretion

Independence

Collaboration

Attention to detail

Education

High School Diploma or equivalent (G.E.D.)

Job description

Administrative Specialist, Academic Affairs

Salary: $40,747.20 - $42,825

Job Type: Full-Time

Job Number: FY2300737

Location: Main Campus - Baytown, TX

Division: Provost/Academic & Student Affairs

Position Overview

Starting Salary Range is $40,747.20 - $42,825. The initial salaryoffer is commensurate with education and related workexperience.

The Administrative Specialist, Academic Affairs providesadministrative and operational support to the Executive Director ofAcademic Programs, Executive Director of Technical & IndustrialPrograms, and Executive Director of School & CollegePartnerships. The position supports day-to-day administrativeactivities, coordinates processes and projects across assignedareas, and facilitates communication among the Executive Directors,academic departments, and other College offices.

The position also serves as a resource to AdministrativeSpecialists assigned to academic departments, providing guidanceand support with established Academic Affairs administrativeprocesses and College systems to promote accurate, consistent, andtimely completion of work. This role does not supervise departmentAdministrative Specialists but works collaboratively with them tosupport effective Academic Affairs operations.

Essential Duties & Responsibilities

• Provide administrative support to assigned Executive Directors,including calendar management, meeting correspondence, documentpreparation, and other administrative activities.
• Serve as a point of contact for internal and external inquirieson behalf of the assigned Executive Directors; respond to routinematters, coordinate follow-up, and refer matters requiringadministrative review or action.
• Prepare, review, edit, and format reports, presentations,memoranda, correspondence, and other documents and materials.
• Coordinate meetings, committees, and special activities,including scheduling, agenda preparation, distribution ofmaterials, recording and distributing minutes, and trackingfollow-up items.
• Assist with planning, coordinating, tracking, and documentingprojects and initiatives within Academic Affairs.
• Support budget and purchasing activities for assigned areas,including processing requisitions and other transactions, trackingexpenditures, maintaining financial records, and preparing routinebudget information.
• Prepare travel arrangements and process related documentation(e.g., request forms, receipts, reimbursements, etc.).
• Maintain accurate records and filing systems in accordance withapplicable College procedures and records requirements.
• Assist with collecting, compiling, organizing, and maintainingdata and information used for reports, academic and technicalprogram activities, compliance requirements, and other AcademicAffairs purposes.
• Coordinate with department chairs, program coordinators,Administrative Specialists, and other College offices to facilitatecommunication, exchange information, and support timely completionof Academic Affairs processes.
• Serve as a resource to Administrative Specialists assigned toacademic departments to ensure accurate and timely execution ofadministrative responsibilities, including but not limited to:
  • Entry of course schedules, teaching assignments, and textbookadoptions in PeopleSoft
  • Creation of room schedules
• Process student complaint cases in Maxient.
• Exercise discretion and maintain confidentiality when handlingsensitive records, communications, and other information.

Additional Duties & Responsibilities

• Perform other duties as assigned.

Minimum Education, Experience, Knowledge, Skills & Abilities

• High School Diploma or equivalent (G.E.D.)
• Two (2) years of progressively responsible administrative oroffice support experience.
• Experience supporting multiple administrators, departments, orfunctional areas preferred.
• Proficiency in standard office technology and software,including word processing, spreadsheets, email, presentations, andelectronic records or information systems.
• Ability to learn and effectively use College administrativesystems and technology.
• Strong organizational skills and attention to detail, with theability to manage multiple assignments and priorities.
• Effective verbal and written communication skills, includingthe ability to prepare and edit professional documents andcorrespondence.
• Ability to explain procedures and processes clearly and provideeffective guidance and assistance to other employees.
• Ability to review information and transactions for accuracy,completeness, and consistency with established procedures.
• Ability to identify discrepancies, troubleshoot routineproblems, and coordinate appropriate resolution.
• Ability to exercise sound judgment and determine appropriateaction within established procedures and areas ofresponsibility.
• Ability to exercise discretion and maintainconfidentiality.
• Ability to work independently on assigned responsibilitieswhile recognizing matters requiring administrative review orapproval.
• Ability to work collaboratively and effectively withadministrators, faculty, staff, students, and externalstakeholders.
• Ability to coordinate information and administrative processesacross multiple departments and functional areas.

Lee College does not discriminate on the basis of race, color,religion, sex (including pregnancy, gender identity and sexualorientation), national origin, age, disability, veteran status,genetic information or any other basis protected by law.