Senior Administrative Assistant

San Jacinto•Houston, TX

1d•Onsite

About The Position

This Senior Administrative Assistant position provides comprehensive administrative support to administrators and faculty members. Key responsibilities include managing paperwork, faculty loads, daily schedules, textbook adoptions, and ordering supplies. The role involves daily interaction with students, administrators, various departments, visitors, staff, and faculty. The assistant will also handle student data entry, maintain records, create classes, assist with course substitution forms, and coordinate various meetings and events. Additional duties include processing requisitions and invoices, maintaining agreements, performing general office tasks, managing P-card statements, and coordinating travel arrangements. The position requires a physical presence at the assigned on-site work location.

Requirements

Ability to demonstrate the College values
Must project a professional image, have excellent telephone etiquette and communication skills
Must be extremely accurate and have excellent proofreading, grammar and spelling skills
Must be able to work in a team environment, be flexible with good public relations skills, work well with details and deadlines, balance multiple tasks, analyze and solve problems and work independently in a fast-passed office environment
Basic skill level in Microsoft Office (Word, Excel & PowerPoint)
High school diploma or equivalent
Three years of office, clerical or administrative support experience; or an equivalent combination of education and experience to successfully perform the essential duties of the job

Nice To Haves

One year of specialized or technical training beyond high school
One or more years in a higher education environment

Responsibilities

Provides administrative support to administrator and faculty members with regard to paperwork (to include new faculty set up), run faculty loads, initial daily schedules, textbook adoptions support, order supplies, process EPAFs and leave forms, grades and class rolls.
Interfaces daily with students, administrators, various departments, visitors, staff, and faculty.
Enters student data for new, transition and current students; maintains various computer-based records/files, creates classes and assists with course substitution forms.
Schedules and coordinates multiple meetings and room reservations to include Faculty, Advisory Board, Job Fair, Information Sessions and New Student Orientations.
Records and transcribes meeting minutes.
Works with Department Chairs and Division Operations Coordinators by initiating class cancellations, development of class schedules and catalog revisions (i.e. updates to program promotional brochures, materials, or website).
Prepares and processes requisitions and invoices as needed and Banner entry via several banner programs.
Maintains affiliation agreements, career cluster six-year plans and agreements, and complete ad hoc projects, as assigned.
Performs general office duties such as: type letters, memos, substitute forms, and reports to include state reporting as required.
Processes P-card statements and maintains P-card records and expenditures.
Coordinates travel arrangements, hotel, and parking reimbursements.
Collect and process end of course folders.
Orders inventory supplies and submits expenses.
Coordinates facilities for classroom use, including maintenance requests.
Order exams.
Works Business Office as required to include attending training class for this need.
Performs other duties as assigned.
Proctor as needed and help with recruiting development needs.