Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.:
Experience utilizing Microsoft Office Suite, including Word, PowerPoint, and Excel.
Experience using an ERP system to process administrative documents.
Experience managing multiple calendars/scheduling, preparing agendas, and preparing minutes.
Ability to work independently, provide exceptional customer service, while maintaining great organizational skills and strong attention to detail.
Preferred Qualifications:
Experience with SAP, such as performing the time administrator role, processing travel requests, entering purchase requests, and HR actions.
Experience reviewing and reconciling budgets
Experience creating forms and creating/updating webpages
Experience managing office technology and equipment.
Job Description:
The Office of Budgeting & Financial Analysis and the Treasurer's Office are hiring a Senior Administrative Assistant to manage vital day-to-day office operations for both offices. The person in this position is the main point of contact for the office and is responsible for a variety of tasks such as answering phones and emails, scheduling, calendar maintenance, purchasing, HR actions for employees, organizing travel, filing, website maintenance, and other duties as assigned. We are looking for a professional individual with great organizational skills, strong attention to detail, ability to work independently, and commitment to great customer service.
Job Duties:
Facilitate internal and external communications. Compose, produce, compile, proofread, and edit such items as memos, letters, emails, website copy, instructional and reference documents, and required reporting submissions.
Prepare agendas and take minutes for inner-office meetings and distribute action items for follow-up.
Maintain useful and updated information on websites.
Manage schedules for staff and resources. Set and coordinate appointments; plan meetings; support/track project timelines; maintain updated shared calendar of staff schedules; schedule, update, and monitor Assistant VP and Treasurer's calendars; as well as the office and conference room calendars.
Triage email inboxes and phone calls. Answer questions if possible or redirect them to appropriate budget analyst or Treasurer office personnel.
Manage three University discretionary general ledger accounts and P-cards for various University functions and reconcile accounts.
Learn endowment software and run reports when requested.
Perform time administrator role.
Monitor departmental budgets.
Facilitate and coordinate the Budget and Treasurer's Office outreach activities such as training classes, focus groups, etc.
Arrange travel and maintain departmental P-cards.
Manage office technology and equipment. Provide ad hoc tech support to diagnose and resolve computer and other technology problems; escalate assistance level to Information Technology Assistance Center (ITAC) or elsewhere, if necessary.
Create and manage information by utilizing Microsoft Office suite, financial management (SAP), and other software/programs/technologies (e.g., GATO). Create, process, design, organize, retrieve, and disseminate information such as reports, spreadsheets, charts & graphs, presentations, webpages, etc.
Create and manage departmental forms.
Maintain and/or update Excel spreadsheets.
Provide frontline representation for the Budget and Treasurer's Office and deliver excellent customer service.
Serve on divisional committees
Facilitate daily operations by maintaining order in office suite and affiliated shared areas.
Job Open Date:
04/18/2024
Open Until Filled:
Yes
Normal Work Days:
Monday, Tuesday, Wednesday, Thursday, Friday
Normal Work Hours Start:
8:00AM
Normal Work Hours End:
5:00PM
Posting Notices:
You will be required to electronically attach a resume and cover letter to your application.
Legal and Required Notices:
Texas State University is an Equal Employment Opportunity/Affirmative Action Employer.
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 work @ Texas State? :
* Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents! * Generous paid time off: vacation, holidays, sick days and many more! * Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program * Great training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs. * An inclusive Bobcat community: join our many social networks offered on and off-campus * Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions
By joining the Texas State Bobcat team, you'll be a part of one of the most beautiful, diverse, and growing universities in the nation.
