• Administrative Assistant III

    Texas State University (San Marcos, TX)


    Posting Information

     

    Posting Number2026035

     

    Posting/Functional TitleAdministrative Assistant III

     

    University Pay Plan TitleAdministrative Assistant III

     

    LocationSan Marcos

     

    DepartmentAcademic Advising & Transitions

     

    Recruitment TypeOpen Recruiting

     

    Job TypeFull-Time

     

    Funding SourcePermanent

     

    Monthly Salary$3,554 - $4,133.37

     

    Job CategoryNon-Exempt

     

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

     

    + Bachelor’s degree.

    + Minimum of 3 years of administrative support experience in higher education or related field.

    + Proficiency in Microsoft Office Suite, Google Workspace, and scheduling software.

    + Strong organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.

    + Strong proficiency with financial software and spreadsheets (e.g., SAP , Excel, Banner Finance).

    + Excellent analytical skills.

    + Excellent verbal and written communication skills.

    + Ability to handle confidential information with discretion and professionalism.

    Preferred Qualifications

    + Experience supporting senior leadership in academic or student affairs units.

    + Familiarity with higher education advising structures and terminology.

    + Experience with project management or data tracking tools.

    + Commitment to high impact and student-centered services.

    + Experience managing budgets within academic or student services units.

    + Familiarity with university financial systems and procurement processes.

    Job Description

    The Administrative Assistant III provides high-level administrative and operational support to the Associate Vice Provost ( AVP ) for Academic Advising and Transitions. This role manages complex calendars, coordinates meetings and communications, assists with project tracking, and serves as a key liaison between the AVP , advising leadership, campus partners, and external stakeholders. Additionally, supports the financial planning, budgeting, and fiscal management for Academic Advising and Transitions. The assistant ensures efficient office operations and supports the AVP in advancing strategic advising initiatives with professionalism, discretion, and a student-centered approach.

    Job Duties

    Administrative Support and Office Management

     

    + Manage the AVP’s calendar, schedule meetings, and coordinate logistics for internal and external engagements.

    + Prepare, edit, and distribute correspondence, reports, presentations, and meeting materials.

    + Organize travel arrangements and expense reports for the AVP and visiting stakeholders.

    + Maintain confidential files, records, and documentation in compliance with university policies.

     

    Budget Planning and Development

     

    + Develop, manage, and monitor annual budgets for advising units and initiatives, ensuring alignment with strategic goals and operational needs.

    + Collaborate with department leaders to forecast expenditures, identify funding opportunities, and allocate resources effectively.

    + Prepare detailed budget proposals, justifications, and revisions in compliance with institutional policies and guidelines.

     

    Financial Monitoring and Reporting

     

    + Track and reconcile financial transactions, expenditures, and commitments across advising programs and services.

    + Generate regular financial reports, analyses, and summaries for leadership and stakeholders to inform budgeting decisions.

    + Identify and address discrepancies, budget variances, and fiscal risks in a timely manner.

     

    Communication and Coordination

     

    + Serve as the primary point of contact for inquiries directed to the AVP’s office, responding or routing as appropriate.

    + Coordinate communication among advising leadership, campus units, and external partners to support advising initiatives and collaborations.

    + Assist in organizing and executing university-wide advising events, committees, and working groups.

     

    Project Support and Data Management

     

    + Assist in tracking progress on advising projects, initiatives, and strategic plans under the AVP’s leadership.

    + Support data collection, reporting, and basic analysis to inform decision-making and presentations.

    + Help prepare materials for assessment, reports, and data purposes as needed.

     

    Special Projects and Student Engagement

     

    + Provide support for special projects as assigned, including research, event planning, and communications.

    + Coordinate occasional student engagement activities or initiatives associated with the AVP’s office.

     

    Key Competencies

     

    + Administrative organization and multitasking

    + Professional communication and interpersonal skills

    + Event and meeting coordination

    + Data support and project tracking

    + Collaboration and service orientation

     

    Additional Information to Applicants

     

    This position has occasional early morning or evening work requirements.

     

    Job Open Date09/23/2025

     

    Job Close Date (posting closes at midnight)10/03/2025

     

    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 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/54200

     

    Applicant Document