Senior Administrative Secretary

Texas A&M University - Victoria•Victoria, TX

3d•Onsite

About The Position

The Senior Administrative Secretary works under general supervision and provides administrative and financial support to the College of Education & Health Professions and the Nursing Program at Texas A&M University-Victoria. The role maintains administrative, academic, and fiscal records; processes forms, documents, contracts, grant transactions, invoices, credit card reconciliations, travel reimbursements, and human resources and payroll documentation. It also supports purchasing, inventory, academic records, events, meetings, calendars, correspondence, and communications with campus and external constituents. The position reports to the Manager of College Business Operations and provides functional guidance and training to student workers. Work is primarily performed in an office environment with regular computer use and interaction with campus personnel. Local travel and minimal evening or weekend hours may be required.

Requirements

High school diploma or equivalent combination of education and experience.
Five years of related experience.
Knowledge of word processing, spreadsheet, and database applications.
Attention to detail, planning, and organizational skills.
Ability to handle sensitive information and maintain a high degree of confidentiality.
Excellent written, communication, analytical, and interpersonal skills.
Ability to work in a fast-paced, high-stress environment.
Ability to multitask, work cooperatively with others, and work independently once given a project.
Ability to lift light to medium weight items.
Local travel and minimal evening or weekend hours may be required.

Responsibilities

Maintain administrative, academic, and fiscal records; receive, verify, prepare, process, and review forms and other documents.
Assist with monitoring accounts and expenditures and ensuring compliance with state and university guidelines.
Assist the supervisor with administrative needs and special projects.
Prepare and route correspondence, reports, forms, and memos, including confidential materials.
Process and monitor departmental contracts, grant transactions, and invoices for payment.
Reconcile university credit card purchases and prepare related expense reports.
Coordinate travel arrangements and itineraries, prepare related documentation, and prepare travel reimbursement expense reports.
Process human resources and payroll functions and complete related documentation as assigned.
Answer and direct phone calls and visitors; maintain administrative calendars, arrange meetings, and interact with administrators, external constituents and agencies, directors, staff, and students as needed.
Plan and coordinate logistical and administrative support for events and meetings and provide on-site support.
Coordinate purchasing of departmental program equipment and office supplies; track and order desk copies.
Serve as department property custodian and monitor and complete annual capital asset inventory.
Collect and maintain syllabi each semester.
Prepare and process student academic appeals and issues as requested by the Dean and Department Chairs.
Provide functional guidance and training to student workers.
Perform other job-related duties as assigned.