Administrative Secretary, Academic Affairs
Main Campus - Baytown, TX
Provost/Academic & Student Affairs
Starting salary range is $37,211 to $41,867. The initial salary
offer is commensurate with education and related work
Provide administrative support to the Associate Vice President of
Academic Affairs and instructional divisions, including the library
and campus personnel for both on and off campus sites. Work with
the general public, students, and agencies to answer or direct
inquiries about the college.
Essential Duties & Responsibilities
Support the Associate Vice President of Academic Affairs in the
administration of academic programs.
Supporting the divisional secretaries is one of the most
important and difficult duties of this position. It includes
training new division secretaries when they are hired.
Continuous training, guidance, and support to division
secretaries regarding the entry into PeopleSoft of course
schedules, teaching assignments, textbook adoption, room
scheduling, budget, and purchase requests, and general campus
policies and projects
Maintain and monitor divisional budgets, grants, and budget
Work with finance on the Fiscal Year budgets. Train secretaries
on how to keep track of their budgets and monthly shadow
Monitor Division Secretaries' Timesheet and serve as backup for
Prepare purchase requests, credit card approvals, and travel
requests for the AVPAA and areas reporting to the AVPAA.
Coordinate the collection and processing of documentation that
is legislatively mandated and/or essential for instructional
operations information including state licensure reports, course
syllabi, faculty CVs, textbook adoption, census rosters, assessment
Manage academic honesty cases and student complaint cases in
Prepare reports for the State on new/updated program plans for
catalog. Compile data for use in local, regional, and state
Research, develop, compose, analyze, and distribute information
in a variety of methods.
Assist with class scheduling and student registration.
Activate new full-time and adjunct faculty in PeopleSoft.
Manage course notes in PeopleSoft.
Prepare and submit Board of Regents Action Items to the AVP of
Academic Affairs for approval.
Maintain the AVP of Academic Affairs' Outlook calendar.
Plan and manage events such as Adjunct Mixer and Tech Night and
assist with setup, advertising, media coverage, and meals.
Prepare for meetings; setup, media, and ordering meals if
Take notes and prepare minutes for Division Chairs'
Supervise student assistant.
Order and manage office supplies.
Assist in preparing academic semester and yearly course
Assist visitors and students in a pleasant and professional
Manage correspondence, mail, photocopying, and answering
Update the portal with dates, documents, links and procedures
Maintain the office area in a fashion which exhibits a
Additional Duties & Responsibilities
Provide clerical support as needed to Finance &
Work with the general public, students, and outside
Assist office visitors.
Manage office supplies.
Perform other duties as assigned.
Minimum Education, Experience, Knowledge, Skills &
Associate degree required or must have successfully completed
sixty (60) college credit courses or an equivalent combination of
education and experience
One (1) year of related work experience
Proficient with Microsoft Office suite
Excellent technology skills, scanning software, online/email
correspondence, travel arrangements, basic internet research
Excellent oral and written communication skills
Ability to work collaboratively with faculty, administrators,
and other staff members. Ability to make balance judgments and
Ability to work well with individuals from diverse
Must be proficient in composition, spelling, and proofreading
in order to produce meeting minutes
Must be flexible and possess the ability to work with minimal
supervision. Available to work evenings and weekends when
To apply, please visit https://www.schooljobs.com/careers/lee/jobs/3648694/administrative-secretary-academic-affairs