Part Time Administrative Assistant - Honors Program

St. Mary•San Antonio, TX

6d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative support for the Honors Program in a 12-month, in-person position. The position is limited to 24 hours per week, distributed across Monday through Friday between 8 a.m. and 5 p.m. During June and July, hours are reduced to 15 per week and coordinated with the Director or Assistant Director of the Honors Program. The role supports the department’s daily operations and finances, maintains records and databases, assists students and alumni, coordinates meetings and events, and handles time-sensitive requests with professionalism and confidentiality. It also supports accreditation, hiring and onboarding, student workers and tutors, recruitment and outreach, and the development and administration of future specialty programs. Other duties may be assigned. Work takes place in an office and university campus setting. The employee must be able to move across campus to conduct daily business and use a computer and other office productivity equipment. The role involves sitting, walking, standing, communicating in person and by telephone, and repetitive hand use; occasional lifting of up to 25 pounds is required. Specific vision abilities include close and distance vision and adjusting focus. The employee frequently communicates through approved technological resources and must exchange accurate information through designated systems in a timely manner. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Requirements

High school diploma required.
Two to three years of administrative or similar experience is ideal.
Must clear and maintain a favorable background investigation and clearance.
Basic skills in Microsoft Office and Office 365, including Word, Excel, Teams, Outlook, and PowerPoint; experience with virtual platforms such as Zoom.
Excellent verbal and written communication skills.
Strong public relations and customer service skills, with diplomacy and discretion; ability to work effectively with communities across the university and respond to others’ needs.
High ethical standards and strong confidentiality; ability to prioritize and manage multiple deadlines in a complex work environment.
Problem-solving and interpersonal skills; ability to work independently and as part of a team.
Strong attention to detail and ability to organize workflow, coordinate activities, balance simultaneous projects, and manage priorities and deadlines.
Ability to move across the university campus for daily business.
Ability to sit, walk, stand, communicate in person and by telephone, and use hands repetitively to operate standard office equipment; occasional lifting of up to 25 pounds.
Ability to use close and distance vision and adjust focus; ability to operate a computer and other office productivity machinery and exchange accurate information through designated systems in a timely manner.

Nice To Haves

Two years of college or an associate degree preferred.
Experience with student management systems such as Ellucian Banner is a plus.
Bilingual English/Spanish, with the ability to understand and communicate with Spanish-speaking individuals.

Responsibilities

Provide administrative support to department faculty and staff.
Maintain email distribution lists and shared calendars; track invoice payments; purchase office supplies; coordinate conference and travel arrangements and expense reimbursements; make copies, file, maintain office supply inventory, and submit facilities service requests.
Manage finances for assigned programs, including monitoring and reconciling budgets; processing purchase orders, check requests, travel expenses and reimbursements, and Personnel Action Forms; reconciling credit card statements; reviewing inventory; purchasing resources; and meeting financial deadlines.
Answer, respond to, and redirect incoming calls and general office communications, including email, faxes, mail, and packages; pick up and deliver mail daily for assigned areas and complete campus errands.
Create, compose, and edit documents, presentations, and reports; create and maintain databases; assist with student and alumni data updates.
Arrange, support, and attend meetings and events; reserve rooms, prepare calendar invitations, send reminders, and prepare or gather materials for distribution before meetings.
Maintain orderly, current, and accessible shared files, including agendas and syllabi.
Collect and distribute catalog changes each term and website changes as needed.
Assist students, alumni, and others seeking information through email, telephone, social media, or in-person communication.
Produce reports, including class lists, lists of graduating students, and course-need projections; manage time-sensitive requests professionally and confidentially.
Coordinate administrative tasks for accreditation, gather documentation, and work with other campus offices as needed.
Prepare paperwork for hiring and onboarding new employees; supervise student workers and tutors, including tracking time and attendance.
Support events, including chaperoning and assisting with setup at evening and weekend events; participate in recruitment fairs and outreach events.
Monitor mandatory curricular high-impact points in Canvas and record results in Argos; track student participation at required events.
Take and maintain minutes for Honors Council and Honors Student Leadership Council meetings in Teams.
Support the development and administration of future specialty programs.
Perform other duties as assigned.