Posting Information
Posting Number2026413
Posting/Functional TitleAdministrative Assistant III
University Pay Plan TitleAdministrative Assistant III
LocationSan Marcos
DepartmentSchool of Social Work
Recruitment TypeUniversity-Wide Recruiting
Job TypeFull-Time
Funding SourcePermanent
Monthly Salary$3,554-$4,180.80
Job CategoryNon-Exempt
Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.
Bachelor's degree
Minimum of 2 to 3 years of administrative support experience in higher education or related field.
Current Texas State University employee
Preferred Qualifications
Experience managing departmental budgets to include tracking revenue and expenditures, processing adjustments, and resolving over-budget issues.
Experience with purchasing, purchasing methods (e.g., p-card, requisitions, contracted services, E-NPOs, IDTs), and financial platforms such as SAP / SAPGUI , TSUS Marketplace, and Concur.
Experience managing hiring workflows and maintaining personnel records (e.g., job postings, contracts, I-9s, PCRs).
Experience completing travel requests, booking travel, and submitting expense reports for reimbursement in compliance with institutional policies.
Experience coordinating course schedules, evaluations, registration, and room reservations (e.g., using CourseLeaf, 25Live) while aligning with staffing and deadline requirements.
Experience with PeopleAdmin, HireRight, Handshake, Dynamic Forms, Watermark, Gato/Calico and other software related to job duties.
Job Description
The Administrative Assistant III provides administrative and clerical support to program chairs, department chairs, deans, or directors.
Job Duties
Support the Director of the School of Social Work
Provide administrative and clerical support to Director.
Update Director regarding both Department and University meetings and events.
Provide data and information to Director for completion of reports.
Assist Director with faculty workload report each semester.
Office Management
Assist staff and faculty regarding proper department to contact regarding needs.
Assist in the recruitment of student workers.
Help monitor and oversee student workers in performance of their duties.
Organize, prioritize, direct, and explain office work assignments to office staff.
Cover the main office when Administrative II personnel are not available (attending trainings, sick, vacation).
Greet, screen and route office visitors.
Assist in monitoring the inventory of office supplies and order new and replacement supplies as needed.
Assist in securing room reservations for meetings and events.
Assist the School in successfully mounting special events.
Handle email communications with clarity and appropriate email etiquette.
Maintain knowledge of various University platforms both current and new systems.
Act as School Time Keeper for the department.
Act as Keyholder for the department, in charge of ordering all key and electronic access for faculty and staff.
Budget
Works with Director to create, maintain, and reconcile School budget, resolve discrepancies, forecast expenditures, and submit required financial reports.
Collect receipts, pay invoices using the various University platforms, ENPO , Purchase Orders. Pcards, etc.
Processes Incentive Pay bonuses and other bonuses for faculty from appropriate funding sources.
Monitor all department accounts including Human Biology Continuing Education account.
Act as liaison with the Dean's office regarding startup funds and other financial issues.
Submit PCRs to adjust cost distributions.
Submit FMBBs to move funds when necessary.
HR
Handles all aspects of the Hiring Process.
Assists in creating and then upload Job Postings into PeopleAdmin for both staff and faculty.
Acts as Hiring Manager once Job Posting is active, monitors applicants, uploads information for Req foro Hire, etc.
Once hired, follows up with necessary documentation, i.e. HireRight
Prepares and monitors faculty contracts and PCRs on full-time and Per Course faculty, as well as staff and student workers - hourly students, work study students, GRA , GIA and GA students - to include, but not limited to, eligibility, funding.
Submit PCRs to address Separation, Change in Position, Additional Appointments, etc.
Works with HR/International office when hiring International faculty and students.
Maintains all Personnel Files.
Maintain knowledge of various University platforms both current and new systems.
Travel
Help faculty, staff, and students with travel via the Concur system: this includes managing travel funds, submitting travel request, booking travel, submitting expense reports.
Acts as a coordinator for School-sponsored travel and lodging needs for School guests and in managing issues with outside entities.
Working with the travel office to make sure travel requests and expenditures meet university policies.
Research
Acts as backup to the Research Coordinator.
Help with PCRs, travel (student and faculty), purchasing on grants as needed.
Collaboration with Other Departments
Works with University Registrar to manage class schedules and classroom assignments.
Works with University Graduate College on gathering forms necessary for GRA / GIA and faculty eligibility.
Works with the University Registrar to maintain compliance regarding the HB2504 site.
Works with Talent Acquisition closes to follow best practices for hiring.
Build campus relationships with various offices and departments to promote smoother workflow of processes.
Committee and Team Leadership
Assist Program Leaders/Coordinators and Director to determine necessary course offerings and number of sections.
Evaluate faculty schedule to include proper workload (releases).
Help create semester course schedule for the School of Social Work utilizing CourseLeaf ( CLSS ).
Assist with providing data for CSWE forms.
Provide insight on process improvements and successful outcomes.
Miscellaneous Tasks
Update Faculty Course Evaluation Report each semester.
Assists in computer and equipment inventory and helps with Refresh cycle.
Use Handshake platform to hire Work Study students.
Additional Information to Applicants
Job Open Date03/27/2026
Job Close Date (posting closes at midnight)04/30/2026
Open Until FilledNo
Normal Work DaysMonday, Tuesday, Wednesday, Thursday, Friday
Normal Work Hours Start8:00AM
Normal Work Hours End5:00PM
Posting Notices
Legal and Required Notices
Texas State University is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, veteran status, or any other basis protected by federal or state law in employment, educational programs, and activities and admissions.
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.
In accordance with federal law, all new employees must complete the Form I-9 and provideacceptable documentation (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents) verifying their identity and authorization to work in the United States. Texas State University participates in E-Verify, and employment is contingent upon the successful verification of work authorization. Employees are required to maintain valid work authorization to satisfy the conditions of Form I9 at all times during their employment and the university makes no implicit or explicit promises to financially support visa or permanent residency applications.
Why Choose Texas State University?
Join the Texas State Bobcat team and experience a career that offers more than just a job-it's a path to a brighter future. As a Texas State employee, you'll enjoy:
Exceptional Benefits:Comprehensive health insurance with 100% premium coverage for employees and 50% for dependents, starting on your first day.
Generous Time Off:Enjoy vacation, holidays, sick leave, and more to maintain a healthy work-life balance.
Wellness and Balance:Access a FREE wellness program, plus mother and family-friendly resources to support your personal well-being.
Professional Growth:Explore a wide range of training, development courses, certifications, and educational support programs.
Welcoming Campus:Become part of a vibrant Bobcat community with numerous social and professional networks.
Tuition Benefits:Take advantage of tuition support for yourself and for your dependent children, making higher education more accessible for your family.
Retirement Security:Secure your future with TRS pension, retirement plans, and voluntary savings options with strong employer contributions.
At Texas State University, you're not just an employee-you're a valued member of a thriving and beautiful campus community. Start your journey with us today.https://www.hr.txst.edu/benefits.html
Quick Linkhttps://jobs.hr.txstate.edu/postings/55904
Applicant Document
