Sr Administrative Assistant

San Jacinto•Houston, TX

41d•Hybrid

About The Position

Sr Administrative Assistant - South Campus Function: Provides advanced administrative, budgetary, compliance, and operational support to the Registrar/Dean of Records, Associate Registrar, Banner Student Systems Services Manager, Records Management, and Testing Centers. Coordinates budget development, reporting, committee operations, commencement processes, and academic calendar governance while ensuring compliance with institutional and state guidelines. Major Responsibilities: This position exercises initiative, judgment, and discretion in addressing the needs and requirements of office operations. This position requires attention to detail, diplomacy, confidentiality, and the ability to work under pressure in a fast-paced environment requiring management of competing priorities while meeting established deadlines.

Requirements

Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Experience with Banner database system
Advanced knowledge of budget development, financial monitoring, and expense processing
Strong written and verbal communication skills
Ability to manage multiple committees and deadlines
Ability to maintain confidentiality
Detail-oriented and highly organized
Ability to work independently with minimal supervision
High School diploma or GED
Three years of full-time office clerical or administrative experience in an educational setting

Nice To Haves

Associate’s degree
Experience supporting Registrar, Records, Testing, or Student Services operations
Knowledge of Banner Database System
Notary Public

Responsibilities

Assist with gathering data, compiling, and preparing Annual Reports for Registrar, Records Management, Student Information Systems, and Testing
Develop, enter, and balance annual budgets in Banner; coordinate budget development for Registrar/Dean of Records, Records Management, Banner Student Systems Services, and Testing Departments
Review and maintain division budgets; monitor negative balances (excluding PT/OT/Travel), notify departments, and complete budget transfers as needed
Collect documentation, verify conversion to purchase order, obtain invoice paperwork, receive documents in Banner, and submit invoices for payment
Collect documentation, allocate charges online, and submit monthly P-Card expense reports
Collect documentation, prepare, and submit Travel Expense Reports; serve as Direct Pay Reviewer approval authority
Schedule and coordinate conference and travel arrangements for department personnel
Assist with Academic Calendar Committee processes; confirm ISD contacts annually, enter revisions in Catalog, and make real-time updates during meetings
Plan, schedule, coordinate meetings, prepare agendas, and take minutes for HSERT, Testing Team, Academic Calendar Committee, Admissions Review Team, and other Registrar-related committees
Maintain committee charters and member lists; post updates to internal webpage
Prepare Commencement program degree listings; verify full degree names using catalog; coordinate multi-level review and submit to Marketing; support Fall and Spring Commencement ceremonies
Complete X-Report, PAYGO manual drop/delete reports
Complete WSRCAMP and WSRRWNC reports
Drop students from partial paid lists provided by Business Office after payment deadlines
Process Education Verification requests
Prepare and process EPAFs for Registrar, Records Management, Banner Student Systems Services, and Testing Centers
Collect and file Testing Monthly Usage Reports and SRM Monthly Activity Reports; maintain files on shared drive
Maintain Registrar Budget Tracking Folder in Teams; ensure debit/credit entries updated regularly (minimum monthly)
Order and maintain office supplies for department
Submit Maintenance and TechSupport requests as needed
Coordinate and maintain Supervisor’s calendar
Provide support to Associate Registrar, Manager of Banner Student Systems Services, Testing Coordinators, and Student Services division during peak periods
Serve as Notary Public
Participate in Sr. Administrative Assistants monthly meetings
Provide operational support during Registrar leadership transitions