Sr. Administrative Assistant

San Jacinto•Pasadena, TX

4d•Onsite

About The Position

Provide administrative support to division leaders, department chairs, and staff. This role involves managing various administrative tasks, including faculty support, scheduling, record-keeping, and event coordination, within a fast-paced office environment. The position requires a high degree of accuracy, strong communication skills, and the ability to work independently and as part of a team.

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-paced 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 regarding paperwork (to include new faculty set up), run faculty loads, initial daily schedules, textbook adoptions support, order supplies, process EPAFs and leave forms P grades and class rolls.
Interfaces daily with students, administrators, various departments, visitors, staff, and faculty.
Schedules and coordinates meetings and room reservations involving faculty members, advisory committees, industry and community partners, job fairs, 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 ordering inventory supplies, submitting expense reports, memos, substitute forms, and state reports, 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.
Coordinates facilities for classroom use, including maintenance requests.
Proctor as needed and help with recruiting development needs.
Assist in the coordination of client service support through internal and external event operations by managing scheduling, maintenance requests, logistics, and custodial support.
Prepare, manage, and maintain a wide range of industry correspondence, reports, and documentation in support of event management operations, e.g., Banner, data dashboards, and other institutional systems.
Performs other duties as assigned.