Staff - Administrative Assistant

Job description

Posting Details

General Statement of Job

General Statement of Job

The Administrative Assistant provides administrative support to the Director and staff by performing the following essential duties and other duties as assigned.

Specific Duties and Responsibilities

Specific Duties and Responsibilities
  1. Provides administrative support and assistance to the Director and office staff.
  2. Facilitates communications, plans and follows-up on administrative matters.
  3. Processes administrative and clerical affairs of the Director and office staff.
  4. Prepares monthly budget reports, reconciles accounts, tracks requisitions, and prepares back up documentation and required paperwork to process budget requests.
  5. Assists the front office staff with clerical tasks to support activities of the department, as needed.
  6. 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.
  7. Prepares periodic summaries and reports, as requested.
  8. Coordinates projects/reports with other departments and divisions.
  9. Manages and/or monitors multiple projects and coordinated tasks to meet strict deadlines.
  10. Handles inquiries and exercises sound judgment in referral of inquiries to appropriate staff.
  11. Seeks to solve problems, address concerns, and plans ahead with great attention given to customer service, project quality, and exact detail.
  12. Responsible for processing stationery orders, preparing Interdepartmental Transfer forms, and distributing orders.
  13. Obtains quotes, initiates, and prepares requisitions for purchases of marketing materials.
  14. Ensures marketing materials are distributed accordingly, and inventory is tracked, maintained, and archived.
  15. Assists with developing promotional flyers and brochures, as needed.
  16. Assists with interdepartmental projects, as assigned.
  17. Travels throughout the college district, as needed.
  18. Performs other duties as assigned.
Position Information

Posting Number SP1244 Position Title Staff - Administrative Assistant Department PRES-Public Relations/Marketing Temporary End Date (if applicable) Location Pecan E-Class Classified FLSA Non-Exempt Min Salary $25,480.00 Salary Range* Required Education and Experience
  1. Associate’s Degree, a minimum of 60 college hours, or sixteen (16) years of relevant experience required.
  2. At least two (2) years of work experience in a professional work setting required.
Required Knowledge, Skills and Abilities
  1. Excellent oral, written and interpersonal communication skills.
  2. Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
  3. Good critical-thinking and problem-solving skills.
  4. Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
  5. Ability to work independently as well as a team player within department and with others.
  6. Ability to work evenings and/or weekends as needed; willing to travel throughout the college district using own means of reliable transportation.
  7. Demonstrated ability to interact effectively with a diverse multi-cultural college population.
  8. Demonstrated commitment to achieving the vision and mission of South Texas College.
  9. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  10. Ability to write routine reports and correspondence.
  11. Ability to speak effectively before groups of students, customers or employees of organization.
  12. Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.
  13. Ability to deal with problems involving several concrete variables in standardized and non-standardized situations.
Checks, Certificates, Licenses, and Registrations
  1. All applicants are subject to a national criminal background check under South Texas College policy.
  2. Security Sensitive position: In addition, subject to federal background check.
  3. Must have a valid Texas driver’s license and proof of liability insurance.
Physical Requirements
  1. 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.
  2. Bending the body downward and forward by bending leg and spine.
  3. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
  4. Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
  5. Applying pressure to an object with the fingers and palm.
  6. Perceiving the nature of sounds at normal speaking levels with or without correction.
  7. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
  8. 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.
  9. Ability to make rational decisions through sound logic and deductive processes.
  10. 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.
  11. Standing particularly for sustained periods of time.
  12. 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.
  13. Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
  14. 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.

Security Sensitive? Yes Posting Detail Information

Desired Start Date Close Date 05/30/2019 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 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

Candidate Review Start Date Annual Security Report and Non-Discrimination Statements

Notice of Availability of South Texas College Annual Security Report
As provided by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, prospective employees are entitled to request a copy of the South Texas College Annual Security Report prepared in compliance with this Act. You may obtain a copy of this report by accessing the following link: Copies of the report may also be obtained at the South Texas College Police Department, located at 2509 W. Pecan Blvd., McAllen Texas 78501, or by calling 956-872-2589. The website and report contain information regarding campus security and personal safety including crime prevention, crime statistics, college police law enforcement authority, crime reporting policies, and other matters of importance related to security on campus.

Statement of Equal Opportunity
South Texas College is an equal education and equal employment opportunity/affirmative action employer. As an equal education institution and equal opportunity employer, the College does not discriminate on the basis of race, color, national origin, religion, age, sex, sexual orientation, gender, gender identity, disability, genetic information, or veteran status. Discrimination is prohibited and the College will comply with all applicable College policies, and state and federal legislation. This statement extends to individuals seeking employment with and admission to the College.

The following person has been designated to handle inquiries regarding this non-discrimination statement:

Brenda J. Balderaz
Director of Human Resources, Title IX Deputy Coordinator, and 504 Coordinator
2501 W. Pecan Blvd.
McAllen, Texas 78501
Office: 956-872-3637
Email: [email protected]

The following individuals have been designated to handle inquiries regarding disability:


Brenda J. Balderaz
Director of Human Resources, Title IX Deputy Coordinator, and 504 Coordinator
2501 W. Pecan Blvd.
McAllen, Texas 78501
Office: 956-872-3637
Email: [email protected]


Santa E. Pena, M.Ed., LPC-S
Director of Counseling, Title IX Deputy Coordinator, and 504 Coordinator
3201 W. Pecan Blvd.
McAllen, Texas 78501
Office: 956-872-2140
Email: [email protected]

Title IX Statement
Title IX of the Education Amendments 1972 (20 U.S.C. s1681 et seq.) and its implementing regulations, 34 C.F.R. Part 106 (Title IX), “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance.”

The following person has been designated to handle inquiries regarding sexual harassment and sexual violence:

Mary G. Elizondo, MBA CFE, CGMA, CPA
Vice President for Finance and Administrative Services and Title IX Coordinator
3201 W. Pecan Blvd.
McAllen, Texas 78501
Email: [email protected]

Resources, questions, or requests for information regarding Title IX, including complaints of gender based sexual harassment, sexual assault, sexual violence, or other sexual misconduct should be directed to the Title IX Coordinator or Title IX Deputy Coordinators as listed at the Title IX webpage:

You may refer to Policy 4216 Harassment, Discrimination, and Sexual Misconduct at

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest academic degree earned?
    • Doctorate
    • Master
    • Bachelor
    • Associate
    • Certificate
    • Other
  2. * How did you hear about this employment opportunity?
    • The Monitor
    • South Texas College Human Resources Website
    • The Chronicle of Higher Education
    • InsideHigherEd.Com
    • Starr County Town Crier
    • Other
  3. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  4. * Do you have at least two (2) years of work experience in a professional work setting?
    • Yes
    • No
Applicant Documents Required Documents
  1. Resume
  2. Cover Letter
  3. Transcripts/Foreign Transcript Evaluations
Optional Documents
  1. Veteran's Employment Preference Documentation




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Job No:
Posted: 5/21/2019
Application Due: 5/30/2019
Work Type: