Administrative Assistant II - Advising Center for ...

Administrative Assistant II - Advising Center for Science & Engineering Majors The Administrative Assistant II provides administrative and general clerical support to the management and staff within a specific division, department, or unit. Job Summary The Administrative Assistant II, under the supervision of advising center leadership, provides comprehensive administrative and clerical support to the advising center. This position oversees front desk operations, supervises student employees, and supports daily office functions to ensure a professional, student-centered environment. Job Duties Oversee front desk and reception operations, including greeting and assisting students, families, faculty, staff, and visitors; screening and routing inquiries; and referring individuals to appropriate campus resources. Open and close the office according to established schedules. Verbally answer a Microsoft Teamsbased phone system to screen and transfer calls, take messages, and refer inquiries to appropriate offices. Monitor advising center email inboxes and respond to or route messages as appropriate. Maintain a multi-user electronic calendar and schedule appointments for advising center staff. Student Employee Supervision: Recruit, screen, hire, train, and supervise student employees. Assign and prioritize duties to ensure efficient completion of projects and daily operations. Create work schedules; track and approve time and pay. Order office supplies, monitor inventory, track expenditures, and assist with budget reconciliation. Monitor office technology inventory and assist with equipment replacement and purchasing processes. Submit and track facilities-related service requests and perform follow-up as needed. Develop and maintain accurate records and files in accordance with the university's record retention schedule. Coordinate travel arrangements and track travel-related requisitions and expense reports. Perform other duties as assigned. Required Qualifications: Applicants must specifically address how they meet the required qualifications to meet the requirements of the position. High school diploma or GED with experience in a student-focused or customer service environment. Proficiency with PC computers, Microsoft 365 applications (Word, Excel), Zoom, and standard office equipment. Demonstrated ability to communicate clearly and professionally in written, verbal, and interpersonal interactions. Strong organizational, time-management, and multitasking skills with consistent attention to detail. Ability to work independently and collaboratively while maintaining professionalism in high-volume or stressful environments. Ability to maintain confidentiality and appropriately handle sensitive information. Capacity to learn and apply institutional policies and procedures and to supervise and prioritize student employee work. Preferred Qualifications Experience working as an administrative assistant in a business or professional office. Experience working as an administrative assistant at Texas State University. Experience using EAB Navigate for scheduling and student support. Experience using Microsoft Teams phone systems. Experience using the Banner Student Information System. Experience using the Banner Document Management System. To be considered, the applicant must upload with this application the following: Resume Cover Letter Letter of recommendation dated within the past year Directly address how you meet the required and preferred qualifications within your application documents.

Created: 2026-03-13