Sr. Admin Asst

Posting Information

Posting Information

Posting Number

2023016

Posting/Functional Title

Sr. Admin Asst

University Pay Plan Title

Sr. Admin Asst

Location

San Marcos

Department

Facilities

Recruitment Type

Open to All

Job Type

Full-Time

Monthly Salary

$2,964.00 - $5,483.00

Job Category

Non-Exempt

Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

• Five (5) years of related work experience in an advanced administrative support/secretarial position
• Demonstrated advanced competency level with Microsoft Office Suite (Outlook, Word, Excel, Power Point)
• Ability to satisfactorily manage multiple and concurrent tasks accurately and effectively within assigned timelines, while maintaining composure, professionalism, and confidentiality
• Prior experience scheduling organizational events, maintaining calendars, and managing travel itineraries
• Proven track record of decision-making, organizing, and problem-solving skills with limited supervision
• Exceptional customer service skills and the ability to forge and sustain effective and productive working relationships
• Demonstrated ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy
• Ability to work collaboratively and effectively with colleagues in a team environment
• Previous experience exercising tact, discretion, and confidentiality when interacting with senior management

Preferred Qualifications

• A bachelor’s degree in a related field
• Ten (10) years of progressively increasing experience in administrative support/secretarial positions
• Experience working in a higher education environment or a similarly complex organization
• Experience using AiM integrated work management system by Asset Works
• Experience using SAP enterprise resource program

Job Description

Senior administrative assistant to the associate vice president ( AVP ) Facilities. Responsible for providing support to the AVP and guidance to the other administrative assistants within Facilities. Serves as liaison between Facilities administrative staff and executive assistant to the vice president for Finance and Support Services.

Job Duties

• Assists AVP with all administrative activities to include monitoring, tracking, organizing, conducting, and providing assistance to the AVP Facilities
• Performs complex computer activities including word processing, data collection, analysis of information, data compilation, and production of specialized reports and documents
• Consolidates inputs from across all Facilities departments to create specialized and recurring reports for AVP
• Manages the AVP’s calendar through the scheduling and tracking of events, deadlines, and meetings
• Arranges and/or attends meetings to obtain detailed minutes
• Maintains files, records, logs, and other tracking systems
• Performs data entry, runs inquiries, and creates reports from the University’s ERP system
• Serves as departmental timekeeper for Facilities
• Creates personnel change requests and assists with the hiring process of full and part time individuals
• Proofreads and edits various documents prepared by directors and others going to the VP, President and/or the System Office prior to AVP submission
• Coordinates travel arrangements, creates travel requests, and initiates reimbursements using Concur
• Schedules construction site tours by coordinating the calendars of VP, AVP and project managers as needed
• Manages official written correspondence and office files in accordance with the University’s records retention schedule
• Runs queries in the AiM integrated work management system
• Acts as liaison between Vice President’s executive assistant and other Facilities departmental administrative assistants
• Regularly handles confidential information and personnel matters with a high degree of sensitivity and confidentiality
• Demonstrates initiative, discretion, and tact in managing email, telephone calls, and other requests
• Monitors official university social media platforms and contributes content on Facilities’ behalf
• May supervise student workers
• Performs other duties as assigned

Additional Information to Applicants

Job Open Date

09/14/2022

Job Close Date (posting closes at midnight)

Open Until Filled

Yes

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, committed to inclusive thought and action in support of our diverse community. Individuals from historically underrepresented groups and all those who share our commitment to inclusivity and passion for the strength of our diversity are strongly encouraged to apply.

Employment with Texas State University is contingent upon the outcome of record checks and verifications including criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.

Texas State University is a tobacco-free campus. Smoking and the use of any tobacco product will not be allowed anywhere on Texas State property or in university owned or leased vehicles.

Texas State University is a member of the Texas State University System. Texas State University is an EOE .

Texas State is committed to increasing the number of women and minorities in administrative and professional positions.

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.

Quick Link
https://jobs.hr.txstate.edu/postings/39814
Applicant Document
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation #1
2. DD 214/DD1300
3. Letter of Recommendation #2
4. Letter of Recommendation #3

Supplemental Questions

Required fields are indicated with an asterisk (*).