Senior Administrative Assistant

University of Houston; Houston (TX); On-site; USD 45,000 - 60,000; Full time

Job summary

The University of Houston seeks a Senior Administrative Assistant to provide advanced administrative and project support to academic and administrative leadership. This role serves as a key resource for faculty, staff, students, and external stakeholders, coordinating complex functions with discretion and confidentiality.

The position requires an Associate’s degree and at least three years of progressively responsible admin experience, with strong MS Office skills and an ability to manage

Qualifications

• Associate degree required; three years of progressive admin experience preferred.
• Proficient use of MS Office and common business software.

Responsibilities

• Provide advanced administrative, operational, and project support to academic and admin leadership.
• Coordinate communications and scheduling; manage calendars and travel arrangements.
• Support departmental initiatives, accreditation activities, and institutional reporting.
• Coordinate meetings, events, and prepare materials and minutes.

Skills

Communication

Customer service

Organizational skills

Attention to detail

Teamwork

Education

Associate's degree

Bachelor's degree (preferred)

Tools

Microsoft Office Suite

Job description

Department:STUDENT ENROLLMENT CENTER

Salary:Commensurate with Experience and Education

Description:

The Senior Administrative Assistant provides advanced administrative, operational, and project support to academic and administrative leadership within the University. This position serves as a key resource for faculty, staff, students, and external stakeholders by coordinating complex administrative functions, managing communications, supporting departmental initiatives, and ensuring efficient office operations. The incumbent exercises independent judgment, maintains confidentiality, and contributes to the achievement of departmental and University goals.

Duties:

• Communication and Customer Service: Serve as a primary point of contact for faculty, staff, students, alumni, and external partners. Respond to inquiries and resolve routine and complex issues with professionalism and discretion. Facilitate effective communication between departments and stakeholders. Draft and distribute communications, announcements, and departmental updates.
• Administrative Support: Provide high-level administrative support to department leadership, including calendar management, meeting coordination, travel arrangements, and correspondence. Prepare, edit, and proofread reports, presentations, agendas, meeting minutes, and other business documents as needed. Manage confidential information and sensitive records in compliance with institutional policies and regulations. Maintain inventory and office resources. Coordinate office operations and maintain efficient administrative processes.
• Project and Program Support: Assist with planning and execution of departmental initiatives, special projects, events, and academic programs. Track project timelines, deliverables, and outcomes to ensure successful completion. Support accreditation activities, program reviews, and institutional reporting requirements as assigned. Compile and analyze data for reports and presentations.
• Meeting and Event Coordination: Schedule and coordinate meetings, workshops, conferences, and special events. Prepare meeting materials and agendas and record meeting minutes. Arrange logistics, facilities, catering, and technology needs for events and perform other related duties as assigned.

Required Qualifications:

1. Associate's degree.
2. Minimum of three years of progressively responsible administrative experience.
3. Proficiency in Microsoft Office Suite and common business software applications.

Preferred Qualifications:

1. Bachelor's degree.
2. Minimum of three years of progressively responsible administrative experience in higher education or a complex organizational environment.
3. Experience supporting senior leaders in a college or university setting. Familiarity with higher education administrative systems and processes.

Knowledge, Skills and Abilities:

• Exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and problem-solving abilities.
• Strong customer service orientation.
• Ability to prioritize competing demands and meet deadlines.
• Ability to work independently and collaboratively in a team environment.
• Strong interpersonal skills with the ability to build positive working relationships.
• Ability to adapt to changing priorities and institutional needs.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.

All positions at the University of Houston System are security-sensitive and will require a criminal history check.

The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.