Senior Admin Assistant

Description

Quick Link: https://jobs.hr.txstate.edu/postings/45772

Job Description:

Texas State University Libraries is seeking a Senior Administrative Assistant for the Office of the Vice Provost and University Librarian. The Senior Admin Assistant is responsible for managing operations of the University Libraries Administration Office and providing administrative officers with assistance regarding complex executive matters. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities in a fast-paced environment. The position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Job Duties:

• Provide front desk operations and act as the primary first point of contact for students and visitors for the office of the Vice Provost and University Librarian (VPUL).
• Provide accurate and efficient administrative support for VPUL including managing schedule and Outlook calendar, coordinating meetings, screening visitors, making appropriate inquiries, appointments, and administrative travel.
• Answer written and oral inquiries related to the office of the VPUL. Screen, transfer, or refer to other offices as appropriate.
• Respond to requests promptly and professionally to provide customer service support to other departments, staff, and the public.
• Answer multiple phone lines, create reports in Word, Excel, and leverage multiple Microsoft tools, including Teams.
• Coordinate committee and departmental staff meetings for University Libraries.
• Compile documents, information, data, and statistics to support the Annual Report, Business Continuity Plan, and Strategic Planning, etc.
• Maintain complex filing system and partner on digital document storage to maintain quality control of documents and accurate records.
• Maintain filing and purging of materials in the office.
• Coordinate communications, administrative events, and programs.
• Process letters, memos, contracts, and agreements by preparing them and routing them for review and/or signature.
• Approve Personnel Change Requests (PCRs), as needed.
• Maintain confidentiality with office relations and personnel files.
• Manage office staffing and schedules.
• Foster a positive and inclusive work environment.
• Provide supervision to student assistants and temporary hires.
• Perform other duties as assigned.

Required Qualifications:

• Bachelor’s degree.
• Expertise with Microsoft Office Suite including advanced Excel knowledge and proficiency with Word and Outlook.
• Experience working in a collaborative office setting.
• Experience in providing exceptional customer service.
• Excellent verbal communication and presentation skills to effectively receive, interpret, and disseminate information that is clear, concise, and actionable.
• Ability to work under pressure, work without supervision, handle multi-task projects and complete work within established deadlines.
• Strong analytical and problem-solving ability.

Preferred Qualifications:

• Master of Business Administration, Finance and/or Accounting or related field.
• Experience with project management methodologies.
• Familiarity with federal laws and guidelines related to human resources and employee benefits; compensation and classification, employee relations, recruitment, and selection; state laws and guidelines related to human resources and employee benefits.
• Familiarity with SAP, PeopleAdmin, and Banner or similar tools.
• Supervisory Experience.

Posting Notices:

You will be required to electronically attach a resume and a list of references.

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.