Senior Administrative Assistant - SJO

San Jacinto•Houston, TX

12d•Onsite

About The Position

Provides administrative support to a San Jac Online department chair or dean, coordinating daily operations, scheduling, faculty support processes, and departmental communications. This role ensures accuracy, organization, and efficient workflow to support instruction and student services within the online campus environment.

Requirements

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
Must project a professional image
Have excellent communication and interpersonal skills
Proficient in Microsoft Word, Excel, Banner, and standard office systems
Proficient in Microsoft Teams Chat, Channels File Share, Calls, Meet Now, and standard app systems
Must be extremely accurate and have excellent proofreading, grammar, and spelling skills
Must be able to work in a team environment
Be flexible with strong customer service and public relations skills
Work effectively with details and deadlines
Balance multiple tasks and priorities
Analyze and solve problems
Work independently in a fast-paced office environment

Nice To Haves

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

Responsibilities

Provide administrative support to the San Jac Online department chair and faculty members, including processing paperwork, running faculty loads, supporting daily scheduling needs, coordinating course materials adoptions, ordering supplies, and processing EPAFs and leave forms.
Interface daily with students, administrators, various departments, visitors, staff, and faculty across the College.
Securely maintain student and course data through various computer-based records and systems; assist with class setup and support processes such as course substitutions.
Schedule and coordinate meetings and room reservations, including classes, departmental meetings, faculty and student activities, information sessions, and events. Distribute agendas, record and transcribe meeting minutes, review with department members, and post in a timely manner.
Work with the department chair and division operations coordinators to support class scheduling processes, including class cancellations, development of class schedules, and updates to catalog or program materials (e.g., promotional materials or website content).
Prepare and process requisitions and invoices as needed and complete Banner entries using multiple Banner programs.
Maintain department documentation, including articulation agreements, pathway materials, and other program-related records; complete ad hoc projects as assigned.
Coordinate travel arrangements, including hotel, registration, and reimbursement processing.
Perform general office duties such as preparing letters, memos, forms, and reports, including support for state or institutional reporting as required.
Process P-card statements and maintain accurate records of expenditures.
Assist in the collection and verification of faculty end-of-course documentation.
Provide support for departmental activities such as student engagement, outreach, or recruiting efforts, as needed.
Order and track inventory supplies and submit related expenses.
Coordinate facilities requests for classroom or instructional use, including maintenance requests.
Work with the Business Office as required, including attending training to support related processes.
Other duties as assigned.