Administrative Assistant III

Posting Information

Posting Number

2026085

Posting/Functional Title

Administrative Assistant III

University Pay Plan Title

Administrative Assistant III

Location

San Marcos

Department

Mtrls Sci, Engrg & Comrclzatn Prgm

Recruitment Type

University-Wide Recruiting

Job Type

Full-Time

Funding Source

Permanent

Monthly Salary

$3,554-$4,354

Job Category

Non-Exempt

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

• Minimum of two years of administrative support experience in higher education or related field.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Ability to maintain effective records and files.
• Demonstrated inter-personal relationship and team building skills, effectively communicating with diverse and varied members of faculty, staff, students, vendors, and other agencies.
• Detail oriented with ability to prepare clear, concise, grammatically correct correspondence, emails, reports, spreadsheets, and marketing items for department website and/or social media accounts.
• Ability to complete duties and assignments with minimal supervision, and work under pressure to complete work within established deadlines.
• Strong organizational and time management skills, with the ability to prioritize and manage multiple tasks efficiently, and handle interruptions.

Preferred Qualifications

• Experience in processing travel requests and reimbursements.
• Knowledge and experience of budget matters associated with a program, making purchases following University policies and procedures, and managing records associated with purchasing transactions.
• Experience in planning/coordinating events.
• Experience with tracking department inventory.
• Experience in schedule of classes within the CLSS system.

Job Description

The Administrative Assistant III is responsible for providing administrative and clerical support to program directors, faculty, staff, and students within the Program, and throughout the College of Science and Engineering.

Job Duties

• Provide administrative support to MSEC faculty, staff, and students on a daily basis including but not limited to facility requests, inventory, serve as time administrator, maintain multiple email accounts and calendars, update website, coordinate special events and maintain program's filing system.
• Back-up to the Business Manager and assist in preparing and executing purchases in Marketplace. Manage records associated with transactions. Resolve discrepancies as required.
• Manage all purchasing and travel aspects including vendor setup, prepare and process requisitions, p-card purchases and p-card log maintenance, e-NPO's, accounts payable, package receiving and other.
• Prepare travel requests/expenses using Concur.
• Process department hires including preparing onboarding documents, verify all I-9's in HireRight, post jobs in Handshake, maintain personnel files/records, prepare and submit all hiring PCR's, and establish prioritization of office tasks/projects.
• Supervise and train student workers. Approve time entry in SAP for hourly employees.
• Access Administrator-Submit facility work worders, act as dept. key/access administrator.
• Assist director with admissions process including application downloads and review, answering applicant questions, scheduling interviews, and maintaining admissions files.
• Assist director with course scheduling in CLSS, including working with other departments staff and faculty.
• Maintain all department files includes purchasing documents, inventory, personnel, student progress files and reports.
• Process graduate faculty nominations and student dissertation forms. Refer students to appropriate resources for assistance.
• Setup and maintain program course evaluations at the end of every semester.
• Perform other duties as assigned.
• Utilize social media to market the program

Additional Information to Applicants

Job Open Date

10/09/2025

Job Close Date (posting closes at midnight)

10/20/2025

Open Until Filled

No

Normal Work Days

Monday, Tuesday, Wednesday, Thursday, Friday

Normal Work Hours Start

8:00AM

Normal Work Hours End

5:00PM

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.