Strategic Partnerships Administrative Assistant II

Lamar State College-Orange; Orange (TX); On-site; USD 36,000 - 52,000; Full time

Job summary

Lamar State College-Orange (LSCO) invites applications for an Administrative Assistant II to provide comprehensive administrative and operational support for the Division of Statewide Partnerships. The role supports multiple Texas-based partnerships and off-site instructional locations.

Responsibilities include managing calendars, preparing agendas and minutes, coordinating travel and purchasing, onboarding staff, and maintaining records.

Qualifications

• High school diploma or equivalent required.
• Associate degree in business administration or related field preferred.
• One year of directly related administrative or office-support experience required.
• Experience using word-processing, spreadsheet, email, calendar, and presentation applications required.
• Experience providing customer service to students, families, faculty, external partners, or the public preferred.
• Experience in higher education is preferred.
• Knowledge of Banner, Argos, mail merge, financial systems, student information systems, or document-management systems is preferred.

Responsibilities

• Provide administrative support to the Associate Vice President of Statewide Partnerships and division leadership.
• Manage calendars, schedule appointments and meetings, reserve rooms and facilities, and coordinate virtual meeting information.
• Prepare meeting agendas, presentation materials, sign-in documents, minutes, action-item lists, and follow-up correspondence.
• Maintain a division-wide calendar of important deadlines, events, course dates, reporting requirements, partner meetings, employee travel, and other operational activities.
• Provide administrative cross-coverage during employee absences and periods of increased activity.
• Prepare, enter, route, and track purchase requisitions, budget transfers, invoices, and other financial documents for departments within the division.
• Maintain internal budget-tracking records and provide routine expenditure information to division leadership.
• Prepare and track travel requests, travel arrangements, reimbursement documentation, and related records for division employees.
• Order and maintain an inventory of supplies, instructional materials, promotional items, and equipment used by the division.
• Review financial and travel documentation for completeness and accuracy before routing for approval.
• Coordinate with Business Services, Purchasing, Accounts Payable, and other college offices to resolve documentation or processing issues.
• Maintain purchasing, budget, travel, and inventory records in accordance with college procedures and applicable records-retention requirements.
• Maintain course information, instructional calendars, faculty assignments, room assignments, and related scheduling records as directed.
• Prepare, route, and track required appointment and compensation paperwork for faculty teaching within the division.
• Assist with faculty onboarding by coordinating connections and completing required administrative documentation.
• Maintain faculty appointment and course-support tracking systems and notify appropriate division leaders of incomplete documentation or upcoming deadlines.
• Provide courteous and professional front-line assistance to guests.
• Support coordination of administrative communications with school districts, universities, workforce partners, state agencies, correctional education partners, and other statewide partnership organizations.
• Maintain current partner contact lists, program rosters, distribution lists, site information, and designated points of contact.
• Monitor shared division communication channels and route inquiries to the appropriate employee or department.
• Direct complex student, academic, financial, personnel, or compliance questions to the appropriate college official.
• Prepare, assemble, route, and track personnel documents for full-time, part-time, temporary, and adjunct employees within the division.
• Assist division leadership and the Human Resources Department with position postings, applicant and interview documentation, appointment forms, and other required hiring materials.
• Coordinate approved onboarding requests for office access, keys, telephone service, computer equipment, technology access, instructional resources, and workspaces.
• Review personnel forms and supporting documentation for completeness before routing for approval.
• Maintain internal records of personnel paperwork and notify appropriate division leaders of outstanding items and upcoming deadlines.
• Support employee separation and transfer processes by coordinating the return or re-assignment of equipment, keys, records, and other college property as directed.
• Assist with planning and hosting division activities.
• Submit and coordinate approved webpage updates with Marketing, Communications, and Community Relations or the Webmaster.
• Ensure public-facing materials are current and comply with institutional branding, accessibility, and approval requirements.
• Maintain records of event participation, materials, expenses, and follow-up activities.
• Track partnership agreements, renewals, signatures, supporting documentation, expiration dates, and outstanding administrative items.
• Maintain trackers for projects, agreements, renewals, required documents, action items, and established deadlines.
• Review forms, packets, and administrative records for completeness, accuracy, consistency, and required approvals.
• Assist with documenting division procedures, maintaining administrative checklists, and updating standard forms, templates, and standard operating procedures.
• Handle student, personnel, financial, partner, and institutional information with discretion and in accordance with applicable college policies.
• Maintain records in accordance with college policies, privacy requirements, and records-retention guidelines.
• Perform other related duties as assigned.
• Education: High school diploma or equivalent; Associate degree preferred.
• Experience: 1 year of admin/office support; proficiency with MS Office; higher-education experience preferred.

Skills

Organizational skills

Communication skills

Multitasking

Customer service

Education

High school diploma or equivalent

Associate degree in business administration or related field

Tools

Microsoft Office

Banner

Argos

Job description

Lamar State College-Orange (LSCO) invites applications for an Administrative Assistant II to provide comprehensive administrative and operational support for the Division of Statewide Partnerships. The role supports multiple Texas-based partnerships and off-site instructional locations.

Responsibilities include managing calendars, preparing agendas and minutes, coordinating travel and purchasing, onboarding staff, and maintaining records.