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Posting Information

Posting Number2025478

Posting/Functional TitleAdministrative Assistant II

University Pay Plan TitleAdministrative Assistant II

LocationSan Marcos

DepartmentSchool of Art and Design

Recruitment TypeOpen to All

Job TypeFull-Time

Funding SourcePermanent

Monthly Salary$3,262.01

Job CategoryNon-Exempt

Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

+ Proficiency with computer word processing, spreadsheets, database, and other desktop software.

+ Excellent oral, written, and interpersonal communication skills.

+ Experience with event planning.

+ One year of experience as an administrative assistant or in a similar role.

Preferred Qualifications

+ Experience with marketing, social media management or recruitment processes.

+ Experience supervising others.

+ Knowledge of university systems such as Ellucian Banner 9 and SAP enterprise resource planning software, GATO management software, Canvas learning management system, Concur Travel online booking tool, CourseLeaf CLSS curricular management system, Logi Reports reporting tool, and principles of bookkeeping.

+ Two or more years of experience as an administrative assistant or in a similar role.

Job Description

The Administrative Assistant II provides administrative and general clerical support to the management and staff within a specific division, department, or unit.

Job Duties

Communication & Outreach

+ Respond to daily emails, including prospective student inquiries

+ Manage and update the MFA program’s Mailchimp list

+ Add prospective students to contact database

+ Add visiting designers to program materials and systems

+ Produce monthly newsletters for student distribution.

+ Produce Calls for Applications (twice annually)

+ Serve as the primary point of contact for the program’s social media postings

+ Keep the MFA website current and accurate

+ Support and assist with program recruitment activities.

+ Greet, screen, and route visitors as needed.

Administrative Support

+ Manage routine operations of the MFA in Communication Design program with additional support to the School of Art and Design when needed.

+ Answer the telephone, screen and transfer calls, take messages, and refer callers to other offices as needed.

+ Manage internal communications, purchasing, invoices, Accounts Payable, P-card, e-NPO’s, guest designer stipends, IDT , and monitor budgets for the MFA program.

+ Manage and maintain MFA calendar and files, and review for completeness.

+ Maintain and organize the MFA Teams site

+ Maintain and organize the MFA Canvas site

+ Coordinate with faculty and staff on program needs and updates

+ Route and file Professional Practice proposals and Thesis forms

+ Manage hiring processes and supervise time records for MFA graduate assistants (all positions).

+ Process MFA student paperwork related to registration and graduation.

+ Facilitate consistent communication with students regarding events, meetings, and general support needs.

+ Assist with student reimbursements

+ Review MFA purchase orders and invoices, maintain ledgers, and monitor the operating budget’s transactions.

+ Update degree plans for fall, spring, and summer semesters

+ Manage and maintain the MFA Handbook

+ Prepare agendas and take minutes for MFA Faculty Meetings

Event Planning & Coordination

+ Assist with planning and execution of residency events, including:

+ Catering and food orders

+ Tech setup and coordination

+ Parking arrangements

+ Lodging and flight bookings for guests

+ Photographer hiring and coordination

+ Room reservations and setup

+ Signage coordination and placement

+ Coordination of student workers

Knowledge, Skills, and Abilities

Organizational & Time Management

+ Ability to maintain and manage calendars, academic schedules, and program events with accuracy and efficiency.

+ Strong time management skills and the ability to prioritize competing deadlines.

+ Skilled in critical thinking, problem-solving, and decision-making.

Communication & Interpersonal

+ Ability to work effectively independently and as part of a team.

+ Ability to work effectively, professionally, and courteously with co-workers, staff, faculty, and students.

+ Excellent written and verbal communication skills.

+ Skilled in close and accurate attention to detail.

+ Ability to prepare clear, concise, and grammatically correct correspondence and documents.

+ Ability to read, interpret, understand, and apply verbal and written instructions, task-related documentation, and applicable policies and procedures.

Technical Proficiency

+ Skilled in Microsoft Office Suite and basic database or records management platforms.

+ Skilled in Zoom and Microsoft Teams communication platforms.

+ Skilled in social media platforms such as Instagram (or willing to learn quickly).

Event and Logistics Coordination

+ Experience organizing academic events.

+ Ability to liaise with vendors for event planning.

Problem-Solving & Adaptability

+ Proactive approach to identifying and resolving issues.

+ Flexibility to adapt in a fast-paced, creative academic environment.

+ Sound judgment and ability to escalate issues appropriately when needed.

Additional Information to Applicants

Job Open Date05/16/2025

Job Close Date (posting closes at midnight)06/01/2025

Open Until FilledNo

Normal Work DaysMonday, Tuesday, Wednesday, Thursday, Friday

Normal Work Hours Start8:00AM

Normal Work Hours End5:00PM

Posting Notices

Legal and Required Notices

Texas State University is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, veteran status, or any other basis protected by federal or state law in employment, educational programs, and activities and admissions.

Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.

Why work @ Texas State?

• Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!

• Generous paid time off: vacation, holidays, sick days and many more!

• Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program

• Great training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs.

• An inclusive Bobcat community: join our many social networks offered on and off-campus

• Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions

By joining the Texas State Bobcat team, you’ll be a part of one of the most beautiful, welcoming, and growing universities in the nation.

Quick Linkhttps://jobs.hr.txstate.edu/postings/52666

Applicant Document