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Administrative Associate Sr. #999997 - Previous Applicants Need Not Apply

Job description

Job Summary / Basic Function:

Reports to the Office Manager and performs administrative and office support activities for the Office of the President. Responsibilities include general record management. Duties also include fielding telephone calls, receiving and directing visitors, word processing, mail merging, managing spreadsheets, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Considerable discretion, judgment, and diplomacy are imperative for success in the position. This position may require some extra effort, and exceptional attendance and punctuality are required.

•Serve as receptionist for the Office of the President.
•Complete assignments for the Office Manager.
•Assist in the preparation of reports and correspondence to internal and external constituents, including accrediting associations and other regulatory agencies
•Assist in the preparation of a daily status report on ongoing projects; organize these work projects in appropriate folders and review daily with Office Manager to maintain an orderly flow of information.
•Assist the Office Manager with organizing quarterly TSUS Board of Regents’ meetings including the preparation of meeting materials and reports to the Board.
•Schedule, prepare and distribute agendas, attend and record minutes or action items of the President’s Cabinet and Senior Team meetings as needed.
•Helps maintain the President’s Travel and Expense records; prepare the President’s monthly expense report and submit to the Office Manager prior to submission to the Travel Coordinator in Finance & Operations.
•Organize mail each day in appropriate folders and review with Office Manager.
•Provide administrative or project support to other Officers of the College as requested by the Office Manager.
•Maintain electronic and print files and records in a systematic, well secured and confidential manner.
•Submit payment requests for all invoices and expenses initiated by the Office of the President as requested by the Office Manager.
•Assist the Office of the President in the collection of required documents such as F3.6’s, F3.2’s, permanent faculty and staff files, and other records as required by LIT.
•Collect and route documents; greet and assist visitors, and direct them to appropriate locations as needed.
•Maintains and distributes records; for administrators, faculty and staff on demand.
•Completes requisitions and travel requests as needed.
•Other duties as assigned

Minimum Qualifications:

•High school diploma or GED is required.
•Five years’ experience in an office environment; ability to work independently; good people skills.
•Advanced skills using Microsoft Office (Word, Excel, Access and Publisher) are required.
•Knowledge and experience using standard office equipment is required.

•Impeccable interpersonal, written and oral communication skills.
•Editing and good proofreading skills are necessary.
•Modern office methods, procedures, supplies and equipment, including filing system development and maintenance, and telephone reception.
•Personal computer applications including Microsoft Office Suite – word processing, spreadsheets, databases, power-point, and graphics.
•Interpreting and applying procedures and regulations.
•Establishing and maintaining effective working relationships with those contacted in the course of the work, including administrators, community members, students, faculty, staff and external agencies.
•Prioritizing workload, meeting deadlines, and working effectively at a high level of independence in an environment with multiple demands and frequent interruptions.
•High energy multi-tasker able to work in a fast paced, high profile executive environment
•Self-starter able to work both independently and in a team environment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job including desk work and occasional field trips for college or program activities. While performing the duties of the essential functions of this job, work is typically performed in an interior/office work environment with moderate noise. Applicant must be qualified to drive a state vehicle to conduct state business. Some evening and weekends will be required as well as extended hours required during registration periods.

EEO Statement:

Lamar Institute of Technology is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.

Preferred Qualifications:

•Certificate or associate degree in Office Technology or related field is preferred.
•Experience in a higher education institution is preferred.
•Microsoft Office certification in Word Excel, Access or Publisher is preferred.
•Experience in BANNER is preferred.

Security Sensitive Statement:

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.



Open Date:


Open Until Filled:


Close Date:





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Job No:
Posted: 11/14/2020
Application Due: 12/19/2020
Work Type: Full Time