Administrative Assistant

Special Instructions

This is an online only application
Thoroughly redact or block security sensitive information including social security number, date of birth, age, citizenship status, sex/gender, ethnicity, marital status and applicant photos from all documents. Failure to block such information will render the application ineligible. To see a sample, click here. All uploaded documents become part of the applicant’s application and are viewable to personnel involved in the hiring process.

Transcripts
Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts
Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

Job Description

General Statement of Job

The Administrative Assistant provides administrative support to the Dean for Math, Science, Information Technology, and Bachelor Programs by performing the following essential duties and other duties as assigned.

Specific Duties and Responsibilities

Essential Functions:

• Provides administrative support and assistance to the Dean for Math, Science, Information Technology, and Bachelor Programs and Program Chairs.
• Facilitates communications, plans and follows-up on administrative matters.
• Processes administrative and clerical affairs of the Dean for Math, Science, Information Technology, and Bachelor Programs and Program Chairs.
• Assists with compiling, typing and tracking reports, as directed.
• Coordinates projects/reports with other departments and divisions.
• Manages and/or monitors multiple projects and coordinated tasks, with some weekend and evening work required to meet strict deadlines.
• Handles inquiries and exercises sound judgment in referral of inquiries to appropriate staff.
• Assists students with general questions regarding transfers to other institutions.
• Assists and directs students to appropriate services at South Texas College.
• Seeks to solve problems, address concerns, and plans ahead with great attention given to customer service, project quality, and exact detail.
• Assists with annual budget development and subsequent preparation, including but not limited to monitoring budget, tracking of requisitions and purchase orders, and processing reconciliations.
• Orders and maintains supplies and arranges for equipment maintenance.
• Coordinates and processes travel arrangements, authorizations/vouchers, mileage reimbursements, and applicable forms.
• Conducts inventory on all department's assets and office supplies, as needed.
• Assists with reviewing incoming documents.
• Assists in preparing Notice of Employment (NOE) FLAC reports. 
• Performs other duties as assigned.

Required Education and Experience

• To qualify, one of the following must be met:
  • Associate's degree
  • A minimum of 60 earned college hours
• At least two (2) years of work experience in a professional work setting required.​

Required knowledge, Skills and Abilities

• Excellent oral, written and interpersonal communication skills.
• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
• Good critical-thinking and problem-solving skills.
• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
• Ability to work independently as well as a team player within department and with others.
• Demonstrated ability to interact effectively with a diverse multi-cultural college population.
• Demonstrated commitment to achieving the vision and mission of South Texas College.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and corresponden