Senior Administrative Assistant
: Job Details :

Posting Information

Posting Number 2025016 Posting/Functional Title Senior Administrative Assistant University Pay Plan Title Sr Admin Asst Location San Marcos Department University Marketing Recruitment Type University Employees Only Job Type Full-Time Funding Source Permanent Monthly Salary $4,040.00 - $4,833.34 Job Category Non-Exempt Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

* Bachelor's degree; OR high school graduation/GED with relevant administrative experience.

* Prior administrative assistant experience.

* Excellent written and verbal communication skills with experience preparing official correspondence.

* Experience working with SAP - budgeting, purchasing, travel expense processing, time reports.

* Experience working within Texas State University HR policy and procedures.

Preferred Qualifications

* Attention to detail and organization demonstrated through project management experience within a complex organization.

* Working knowledge of university policies and procedures.

* A track record of taking initiative and independent action to successfully complete projects.

* Three years or more of experience in an administrative support role.

* Two years or more of professional budgeting experience.

Job Description

Reporting to the Associate Vice President for University Communications and Marketing (AVPUCM), Texas State University seeks a Senior Administrative Assistant to manage vital day-to-day office operations within the Division of Marketing and Communications (DMC). This role will assist the AVPUCM with administrative duties, serve as the initial point-of-contact for marketing office inquiries, process the departmental budget, manage HR-related activities, and implement organizational strategies set by leadership within DMC. The Senior Administrative Assistant will keep the AVPUCM's initiatives and DMC operations running smoothly so that its cross-disciplinary team of strategists, producers, and creatives can focus on building a clear and compelling brand for Texas State University. In this role, you'll join a fast-paced, highly supportive team culture and work as part of a close-knit group building the next big thing at Texas State.

Job Duties

* Assist the AVP and Division Business Manager with all administrative activities, including budget management, human resources, travel requests, and purchasing.

* Manage the AVP's appointment calendar, including the scheduling of meetings and work sessions.

* Actively contribute to the AVP's strategic initiatives and projects by coordinating tasks, managing timelines, and ensuring deliverables are met. Support the AVP by tracking project progress, updating project management tools, and facilitating stakeholder communication.

* Execute AVP priorities related to the operating budget, including expense forecasting, processing purchase orders, invoices, and travel expenses. Monitor and reconcile expenditures, prepare financial reports, and ensure spending aligns with departmental goals in collaboration with the Division Business Manager.

* Liaise with the Office of Human Resources and Division VP's Executive Assistant to manage departmental HR activities, including leading the onboarding process for new employees, coordinating job postings, and serving as the department timekeeper.

* Oversee daily administrative operations, including setting meetings, ordering supplies, and maintaining staff schedules. Lead student workers and other support staff to ensure office efficiency.

* Utilize SAP for budgeting, purchasing, and other relevant software such as project management tools (Monday.com), Microsoft Office Suite, and communication platforms to enhance office productivity and collaboration.

* Serve as the initial point of contact for the AVP and their units, handling inquiries from students, faculty, staff, and external partners. Represent the office positively by providing excellent customer service through phone, email, and in-person interactions.

* Assist in the writing and preparation of various administrative documents and official department communications. Act as a liaison on high-priority projects with executive assistants and senior administrative assistants in other administrative offices.

* Working with the Division VP's Executive Assistant, schedule, organize, and coordinate all department-related activities, functions, and committees chaired by the AVPUCM. Ensure that meetings and events are well-prepared, with all necessary materials and resources ready.

* Works with minimal supervision to manage essential office duties.

* Maintain confidentiality of sensitive information and adhere to university policies and procedures in all administrative activities.

* Perform additional duties as required to support the overall mission and goals of the Office of University Marketing and Division of Marketing and Communications.

Additional Information to Applicants Job Open Date 09/23/2024 Job Close Date (posting closes at midnight) 10/03/2024 Open Until Filled No Normal Work Days Monday, Tuesday, Wednesday, Thursday, Friday Normal Work Hours Start 8:00AM Normal Work Hours End 5:00PM Posting Notices You will be required to electronically attach a resume and cover letter to your application. Legal and Required Notices

Texas State University is an Equal Employment Opportunity/Affirmative Action Employer.

Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.

Why work @ Texas State?

* Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!

* Generous paid time off: vacation, holidays, sick days and many more!

* Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program

* Great training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs.

* An inclusive Bobcat community: join our many social networks offered on and off-campus

* Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions

By joining the Texas State Bobcat team, you'll be a part of one of the most beautiful, diverse, and growing universities in the nation.

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