Administrative Assistant

Job Details

Job Location
Huston-Tillotson University - AUSTIN, TX

Position Type
Full Time

Salary Range
$38000.00 - $43000.00 Salary/year

Description

POSITION SUMMARY

The Administrative Assistant for the Center for Academic Excellence provides essential administrative and operational support to ensure the smooth functioning of the department. This role includes managing work schedules for Peer Learning Coaches and student tutors, overseeing their timekeeping records in PayCom, and maintaining accurate and organized data. The Administrative Assistant is also responsible for preparing, editing, and distributing weekly Student Attendance and Registration reports for First Year Experience (FYE) instructors and other designated university personnel. Additionally, the position involves creating and revising various documents, such as reports and correspondence, using advanced software skills. The Administrative Assistant contributes to the success of departmental events, occasionally extending beyond traditional office hours.

TASKS & RESPONSIBILITIES

• Provide administrative and technical support by improving the technology systems through management and innovation.
• Provide electronic communication by creating and managing databases used by the university.
• Create and analyze student surveys and other data using Google forms, Survey Monkey, etc.
• Manage office operations through new scheduling and management systems.
• Assist in managing the work schedules of the Peer Learning Coaches/Student tutors and monitor their time worked in PayCom.
• Edit and email out weekly Student Attendance and Registration reports to First Year Experience (FYE) instructors and other assigned university staff using Microsoft Excel.
• Assist in staffing department events that occur after traditional office hours.
• Manage the CAE email address and respond to all internal and external inquiries.
• Sort and distribute mail; draft or prepare responses to routine inquiries; create files, prepare photocopies, scan, and email documents, and operate a variety of office equipment.
• Establish, maintain, and update files, records, certificates, and/or other documents for department audits.
• Manage and create requisitions for office supply orders and professional development for CAE office staff.
• Order, tracking, stocking, and distributing office supply inventory.
• Assist with planning and logistics of events to support the CAE programs and events.
• Supports internal and external communication on behalf of the Center for Academic Excellence including the development of PowerPoint presentations, websites, social media posts, flyers, or brochures.
• Perform other job-related duties as assigned.

Qualifications

• Bachelor's degree is a plus; however, 4 years of combined college education and work experience may be substituted.

KNOWLEDGE, SKILLS, & ABILITIES

• Proven experience and capability with Microsoft Office (Microsoft online/O365 preferred) and Canva
• Ability to work independently and collaboratively as part of a team.
• Strong verbal and written communication skills and ability to juggle priorities and diverse workload.
• Ability to work in an environment with changing priorities and diverse workload.
• Ability to work in an environment with changing priorities.
• Highly detail oriented, self-disciplined, experienced in multi-tasking and ability to operate with limited direction to resolve issues.
• Ability to draft, proofread and edit documents for spelling, grammar, and punctuation.
• Demonstrates the highest level of maturity, professionalism, and judgment.
• Ability to manage website and social media accounts for the Center for Academic Excellence.
• Ability to work out logistics, coordinate, and plan events.
• Must have a working personal computer or laptop.
• Must be able to work evenings and weekends if necessary.

SALARY RANGE

• $38,000 - $43,000 Annually and comprehensive fringe benefits package.

SETTING

Founded in 1875, Huston-Tillotson University is Austin's first institution of higher education. The University is an independent, liberal arts, church-related, historically black institution located on a 23-acre tree-lined campus near downtown Austin, Texas. The University is affiliated with United Methodist Church, the United Church of Christ, and the United Negro College Fund. Undergraduate, four-year degrees in business, education, the humanities, natural sciences, and social sciences are awarded. Huston-Tillotson University is multi-cultural, multi-ethnic, and multi-faith, and welcomes students of all ages, races, and religions. All faculty are engaged in a range of activities, their primary focus is teaching. The student-teacher ratio is 15 to one, which allows an environment of personalized attention to students.