Senior Administrative Assistant

Special Instructions

Dear Applicant,

The South Texas College Office of Human Resources will not be held responsible for redacting any confidential or sensitive information from the documents that you attach to your application. Confidential and sensitive information include the following:

• Social Security Number
• Date of Birth
• Age
• Citizenship Status
• Gender
• Ethnicity/Race
• Marital Status
• Applicant Photos
   

* A redaction guide can be found by clicking here.

Please make sure that you omit this information from your application prior to submission. We are advising you that the Office of Human Resources will be forwarding your application to the hiring department as per your submission.

Transcripts
Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts
Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

Job Description

Department: Facilities Operations & Maintenance

General Statement of Job

The Senior Administrative Assistant provides administrative support and assistance to the Facilities Operations & Maintenance Executive Director, facilitates communications, plans and follows-up on administrative matters. Assists with compiling, typing and tracking reports, as directed.

Specific Duties and Responsibilities

Essential Functions:

• Provides administrative and clerical support and assistance to the Executive Director.

• Facilitates communications within the office and the College by anticipating, planning and following-up on administrative matters.

• Oversees invoicing of all college-wide utility accounts.

• Assists with compiling reports, including weekly and monthly activities.

• Responsible for maintaining office document tracking system.

• Conducts research and prepares reports and documents, as requested.

• Coordinates projects/reports with other departments and divisions.

• Manages and/or monitors multiple projects and coordinated tasks.

• Interacts with the public in a positive manner and answers questions regarding programs and department matters.

• Responds to internal and external inquiries and exercises sound judgment in addressing referral of inquiries or concerns.

• Addresses problems and concerns from students, faculty, staff and the public, and formulates solutions with great attention given to customer service.

• Maintains and updates documents, as requested.

• Assists with annual budget development and subsequent preparation, tracking of requisitions, and purchase orders.

• Coordinates and processes travel arrangements, authorizations/vouchers, mileage reimbursements, and applicable forms.

• Coordinates meetings, including but not limited to reserving and preparing facilities, preparing and distributing agendas and other meeting materials, and recording and transcribing meeting minutes.

• Performs other duties as assigned.

Required Education and Experience

• Bachelor's degree required.

• At least three (3) years of work experience in a professional work setting required.

Required Knowledge, Skills and Abilities

• Excellent oral, written and interpersonal communication skills.

• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.

• Strong proficiency in composing correspondence and preparing lengthy documents and reports.

• Strong critical-thinking and problem-solving skills.

• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.

• Ability to work independently as well as a team player within department and with others.

• Ability to adapt to constant change and periods of fast-paced, high-intensity work situations.

• Demonstrated commitment to achieving the vision and mission of South Texas College.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

• Ability to write routine reports and correspondence.

• Ability to effectively present information and respond to inquiries from students, faculty, staff, and the general public.

• Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.

• Ability to deal with problems involving several concrete variables in standardized situations.

Checks, Certificates, Licenses, and Registrations

• Security Sensitive position: all applicants are subject to a criminal background check under South Texas College policy.

• In addition, subject to a federal background check.

Physical Requirements

• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

• Bending the body downward and forward by bending leg and spine.

• Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.

• Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

• Applying pressure to an object with the fingers and palm.

• Perceiving the nature of sounds at normal speaking levels with or without correction.

• Ability to receive detailed information through oral communication, and to make the discrimination in sound.

• Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.

• Ability to make rational decisions through sound logic and deductive processes.

• Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

• Sitting particularly for sustained periods of time.

• Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

• Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. 

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Minimum Compensation

Desired Start Date

Posting Close Date (No Close Date if Blank)