Senior Administrative Associate- Dean, Counseling and Libraries

Posting number: 2026100

Department: VP Instruction & Workforce Education

Division: Dean, Counseling and Libraries

Job classification: Senior Administrative Associate

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Library, Counseling, Office and Administrative Support

Summary

Provide advanced administrative support in an office environment with a variety of complex, technical, and confidential tasks to an Executive level Administrator with district support responsibility. Requires the use of judgement and discretion to handle administrative matters following policy in supervisor's absence or to relieve supervisor. Decision impact usually at the District level. This position must deal with irrational situations where the outcome is unpredictable.  In-person work on campus is an essential function of this position.

Examples of duties

Assist with the coordination and administration of office operations to include establishing and implementing office practices and procedures. Establish and implement a system of monitoring policy proposals and actions. Provide work direction and supervision to administrative support staff and direct supervision of assigned student workers and part-time clerical staff assigned to the Office. Serve as resource person for the division.

Perform advanced technical and confidential administrative support functions, including research, preparation, editorial input, and composition of correspondence. Conduct research, compile and type statistical reports, and verify accuracy. Organize and maintain routine and confidential files, correspondence, and other records.

Greet visitors, respond to questions and concerns, or refer as appropriate, answer and screen telephone calls, and schedule and arrange conference calls. Read, route, and respond to incoming and outgoing mail and correspondence, including e-mail and faxes.
 
Perform a variety of fiscally related tasks to include monitoring of expenditures and provide input for departmental budget. Verify charges and resolve issues. Prepare and process check requests and purchase requisitions, obtain quotes, perform budget transfers and journal entries. Order and maintain supplies and arrange for equipment maintenance. 
 
Arrange meetings and conferences, prepare agendas and materials, distribute summary of proceedings, reserve and prepare facilities, and record and transcribe minutes of meetings. Plan events, prepare travel schedules, and make reservations, including related expense reports.
 
Process Abstracts for Board of Trustees meetings by assisting with editing, revising, and proofreading agreements for grammar, formatting, and budget information accuracy, as well as gathering supporting documentation and ensuring timely submission to the President's Office.
 
Responsible for completing complex special projects and other related duties as assigned. 

Qualifications

NOTE: A copy of the transcript reflecting this required education MUST be submitted for consideration and reflect completed coursework and degrees conferred.  The candidate must be fully qualified for the position at the time of application.

2.  Ability to understand and effectively apply office practices and procedures.

3.  Ability to interpret complex documents, regulations, professional standards, and specifications.

4.  Must possess excellent and highly effective analytical and problem-solving skills.

5.  Experience conducting research, compiling data, and preparing reports.

6.  Strong organizational, interpersonal, and time-management skills.

7.  Must be detail-oriented.

8.  Highly effective communication skills.

9.  Extensive ability to maintain confidentiality.

10.  Proficient computer skills to include Internet navigation through Microsoft Edge and Google Chrome, Microsoft 365Office Suite which includes Outlook, Word, Excel, PowerPoint, Adobe Acrobat DC and Microsoft Access.

Special Conditions:

 

1. This is a security-sensitive position as defined under the Texas Education Code, Section 51.215; the successful applicant will be required to undergo a criminal background check, as permitted and/or required