Senior Administrative Assistant

Special Instructions

Dear Applicant,

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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

Department: Facilities Planning and Construction

General Statement of Job

The Senior Administrative Assistant provides administrative support to the Executive Director and staff by performing the following essential duties and other duties as assigned.

Specific Duties and Responsibilities

Essential Functions:

• Provides administrative support and assistance to the Executive Director and office staff.
• Facilitates communications, plans, and follows up on administrative matters.
• Processes administrative and clerical affairs of the Executive Director and office staff.
• Assists with the coordination of the Executive Director's and staff’s calendars.
• Assists with compiling, typing, and tracking reports, as directed.
• Coordinates projects/reports with other departments and divisions.
• Processes confidential information.
• 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.
• Seeks to solve problems, address concerns, and plans ahead with great attention given to customer service, project quality, and exact detail.
• Assists with development, execution, and renewals of facility lease agreements.
• Assists with annual budget development and subsequent preparation, including but not limited to monitoring budget, tracking of requisitions and purchase orders, and processing reconciliations.
• Assists with the development of monthly Board and Facilities Committee agendas and motions.
• Orders and maintains supplies and arranges for equipment maintenance.
• Maintains and updates documents outlining and explaining department procedures and College policies.
• Coordinates and processes travel arrangements, authorizations/vouchers, mileage reimbursements, and applicable forms.
• Conducts inventory on all department's assets and office supplies, as needed.
• Coordinates office travel schedule (e.g., trainings and/or retreats).
• Prepares payroll documentation, as needed.
• Assists with interdepartmental projects, as assigned. 
• Performs other duties as assigned

Required Education and Experience

• Bachelor’s Degree required.
• 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 departme