Senior Administrative Assistant

San Jacinto College; Houston (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading educational institution is seeking a Senior Administrative Assistant for its North Campus. The role involves providing comprehensive administrative support to faculty and staff, maintaining student records, and coordinating various meetings. Ideal candidates will have strong communication skills, a high school diploma, and relevant administrative experience. This position requires a professional demeanor and the ability to manage multiple tasks in a fast-paced environment.

Qualifications

• Three years of office, clerical or administrative support experience.
• Experience in a higher education environment preferred.

Responsibilities

• Provides administrative support to faculty and administrators.
• Schedules meetings and coordinates room reservations.
• Maintains student data and various records.

Skills

Communication skills

Problem-solving

Teamwork

Attention to detail

Public relations skills

Microsoft Office

Education

High school diploma or equivalent

One year of specialized or technical training beyond high school

Job description

Senior Administrative Assistant -North Campus

Essential Job Functions:

• Provides administrative support to administrator and faculty members with regard to paperwork (to include new faculty set up), run faculty loads, initial daily schedules, textbook adoptions support, order supplies, process EPAFs and leave forms, grades and class rolls.
• Interfaces daily with students, administrators, various departments, visitors, staff, and faculty.
• Enters student data for new, transition and current students; maintains various computer-based records/files, creates classes and assists with course substitution forms.
• Schedules and coordinates multiple meetings and room reservations to include Faculty, Advisory Board, Job Fair, Information Sessions and New Student Orientations. Records and transcribes meeting minutes.
• Works with Department Chairs and Division Operations Coordinators by initiating class cancellations, development of class schedules and catalog revisions (i.e. updates to program promotional brochures, materials, or website).
• Prepares and processes requisitions and invoices as needed and Banner entry via several banner programs.
• Maintains affiliation agreements, career cluster six-year plans and agreements, and complete ad hoc projects, as assigned.
• Performs general office duties such as: type letters, memos, substitute forms, and reports to include state reporting as required.
• Processes P-card statements and maintains P-card records and expenditures.
• Coordinates travel arrangements, hotel, and parking reimbursements.

Additional Job Functions:

• Collect and process end of course folders.
• Orders inventory supplies and submits expenses
• Coordinates facilities for classroom use, including maintenance requests.
• Order exams.
• Works Business Office as required to include attending training class for this need.
• Performs other duties as assigned.
• Proctor as needed and help with recruiting development needs.

Knowledge, Skills and Abilities:

• Ability to demonstrate the College values
• Must project a professional image, have excellent telephone etiquette and communication skills
• Must be extremely accurate and have excellent proofreading, grammar and spelling skills
• Must be able to work in a team environment, be flexible with good public relations skills, work well with details and deadlines, balance multiple tasks, analyze and solve problems and work independently in a fast-passed office environment
• Basic skill level in Microsoft Office (Word, Excel & PowerPoint)

Required Education:

• High school diploma or equivalent

Preferred Education:

• Above requirement plus one year of specialized or technical training beyond high school

Required Experience:

• Three years of office, clerical or administrative support experience; or an equivalent combination of education and experience to successfully perform the essential duties of the job

Preferred Experience:

• Above requirement including one or more years in a higher education environment

NOTE: The duties of this position require a physical presence at the assigned on-site work location during unrestricted operations with very limited or no opportunity for remote work arrangements.

Salary Grade:106

Salary is based on the Board-approved salary schedule for the current fiscal year.See Salary Schedule

Requisition Number:req5721

Posting Close Date:6/2/2025