Administrative Assistant

General Statement of Job

The Administrative Assistant provides administrative support to the Executive Director of Public Relations & Marketing and staff by performing the following essential duties and other duties as assigned.

Specific Duties and Responsibilities

Specific Duties and Responsibilities

• Provides administrative support and assistance to the Executive Director of Public Relations & Marketing and works closely with the Senior Administrative Assistant on assignments.

• Facilitates communications, plans and follows-up on administrative matters.

• Processes administrative and clerical affairs of the Director and office staff.

• Prepares monthly budget reports, reconciles accounts, tracks requisitions, and prepares back up documentation and required paperwork to process budget requests.

• Assists the front office staff with clerical tasks to support activities of the department, as needed. Coordinates and processes travel arrangements, authorizations/vouchers, mileage reimbursements and applicable forms.

• Supports college and community events including, but not limited to, attending and serving as host at the sign-in table and assisting with setup and tear down.

• Prepares periodic summaries and reports, as requested.

• Coordinates projects/reports with other departments and divisions.

• Manages and/or monitors multiple projects and coordinated tasks to meet strict deadlines.

• Handles inquiries and exercises sound judgment in referral of inquiries to appropriate staff.

• Seeks to solve problems, address concerns, and plans ahead with great attention given to customer service, project quality, and exact detail.

• Responsible for processing stationery orders, preparing Interdepartmental Transfer forms, and distributing orders.

• Obtains quotes, initiates, and prepares requisitions for purchases of marketing materials.

• Ensures marketing materials are distributed accordingly, and inventory is tracked, maintained, and archived.

• Assists with interdepartmental projects, as assigned.

• Travels throughout the college district, as needed.

• Keeps track of Physical Inventory Report.

• Performs other duties as assigned.

Position Information

Posting Number SP2553 Position Title Administrative Assistant Department Public Relations/ Marketing Temporary End Date (if applicable) Location Pecan E-Class Classified FLSA Non-Exempt Min Salary $33,800 Salary Range

• Required Education and Experience

• Associate's Degree or a minimum of 60 college hours required.

• At least two (2) 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, Adobe CC, the Windows environment, and internet research skills.

• Good 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 work evenings and/or weekends as needed; willing to travel throughout the college district using own means of reliable transportation.

• 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 speak effectively before groups of students, customers or employees of organization.

• 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 and non-standardized situations.

Checks, Certificates, Licenses, and Registrations

• All applicants are subject to a criminal background check under South Texas College policy.

• Security Sensitive position: In addition, subject to federal background check.

• Must have a valid Texas driver's license and proof of liability insurance.

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.

• Standing 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.

Working Environment

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.

Posting Detail Information

Desired Start Date 08/01/2024 Close Date 07/10/2024 Open Until Filled (overrides Close Date) No Special Instructions to Applicants

This is an online only application Thoroughly redact or block security sensitive information including social security number, date of birth, age, citizenship status, sex/gender, ethnicity, marital status and applicant photos from all documents. Failure to block such information will render the application incomplete.For further information, click here. All uploaded documents become part of the applicant's application and are viewable to personnel involved in the hiring process.

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

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