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Posting Information

Posting Number2025624

Posting/Functional TitleAdministrative Assistant II

University Pay Plan TitleAdministrative Assistant II

LocationSan Marcos

DepartmentCareer Services

Recruitment TypeOpen Recruiting

Job TypeFull-Time

Funding SourcePermanent

Monthly Salary$3,173

Job CategoryNon-Exempt

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

+ High school diploma or equivalent.

+ Experience in an administrative support role within an office environment.

+ Demonstrated ability to manage day-to-day operations, provide clerical support, and assist with departmental functions.

+ Familiarity with Microsoft Office Suite (Word, Excel, Outlook), Adobe Acrobat, and general office equipment to support communication, documentation, and task management.

+ Strong written and verbal communication skills.

+ Ability to convey information clearly and professionally, both in person and through digital channels.

Preferred Qualifications

+ Ability to work with large data sets in Excel using advanced spreadsheet skills.

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

+ Ability to prioritize workload, manage multiple priorities efficiently, and meet deadlines.

+ Strong aptitude for thriving in a fast-paced work environment.

+ Ability to work both independently and collaboratively, contributing effectively as a supportive team member while taking initiative when needed.

+ Experience in a supervisory role.

+ Comfortable navigating and executing tasks in SAP .

+ Experience using the Handshake platform.

+ Knowledge of Texas State University policies and procedures.

Job Description

The Administrative Assistant manages the department’s front desk operations, serving as the first point of contact for students and visitors. This role oversees processes related to key student-facing services, including drop-in career advising, the professional career closet, and the career café area. The position provides direct supervision, training, and scheduling for student workers also supporting these areas, ensuring a welcoming, efficient, and service-oriented environment.

Job Duties

- Serve as the initial point of contact for clients, visitors, and employees, addressing inquiries, resolving issues, and providing exceptional service in person, by phone, and via email to facilitate clear communication and efficient workflows.

- Manage daily department operations, appointment scheduling and check-in, coordinating meetings, and maintaining office supplies.

- Monitor and manage the Career Services email inbox, responding to inquiries and directing messages to appropriate staff for timely follow-up.

- Provide clerical support such as data entry, filing, document preparation, and managing office correspondence.

- Utilize office software (e.g., Microsoft Office Suite, Adobe, Handshake) to create and edit documents, generate reports, and maintain records that support office efficiency.

- Manage daily opening and closing procedures for the front desk and shared areas; coordinate scheduling of common presentation/meeting spaces and oversee assigned tasks to support smooth and timely operations.

- Maintain organization and cleanliness of the Career Closet, including processing and managing clothing donations.

- Manage recruitment for student employees by posting positions, conducting interviews, and recommending candidates; provide training and ongoing mentoring to develop student staff skills.

- Supervise and support a team of ten student employees, leading regular meetings to review performance, address concerns, and drive continuous improvement toward departmental goals.

- Monitor student staff performance using key metrics, delivering constructive feedback, and conducting performance evaluations to support individual growth and team success.

- Ensure adherence to university policies, procedures, and safety protocols, maintaining a productive and compliant workplace.

- Prioritize tasks, troubleshoot issues, and support smooth daily department operations while fostering a positive, productive, and collaborative work environment.

- Perform other duties as assigned.

Additional Information to Applicants

This position requires in-person office hours, Monday through Friday, from 8:00 AM to 5:00 PM. Remote or hybrid work is not available for this role.

Job Open Date07/11/2025

Job Close Date (posting closes at midnight)07/31/2025

Open Until FilledNo

Normal Work DaysMonday, Tuesday, Wednesday, Thursday, Friday

Normal Work Hours Start8:00AM

Normal Work Hours End5:00PM

Posting NoticesYou will be required to electronically attach a resume and cover letter to your application.

Legal and Required Notices

Texas State University is an Equal Employment Opportunity/Affirmative Action Employer.

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 Choose Texas State University?

Join the Texas State Bobcat team and experience a career that offers more than just a job—it’s a path to a brighter future. As a Texas State employee, you’ll enjoy:

Exceptional Benefits:Comprehensive health insurance with 100% premium coverage for employees and 50% for dependents, starting on your first day.

Generous Time Off:Enjoy vacation, holidays, sick leave, and more to maintain a healthy work-life balance.

Wellness and Balance:Access a FREE wellness program, plus mother and family-friendly resources to support your personal well-being.

Professional Growth:Explore a wide range of training, development courses, certifications, and educational support programs.

Welcoming Campus:Become part of a vibrant Bobcat community with numerous social and professional networks.

Tuition Benefits:Take advantage of tuition support for yourself and for your dependent children, making higher education more accessible for your family.

Retirement Security:Secure your future with TRS pension, retirement plans, and voluntary savings options with strong employer contributions.

At Texas State University, you’re not just an employee—you’re a valued member of a thriving and beautiful campus community. Start your journey with us today.https://www.hr.txst.edu/benefits.html

Quick Linkhttps://jobs.hr.txstate.edu/postings/52462

Applicant Document