1+ months

Sr. Administrative Assistant

San Jacinto College
Houston, TX 77049
  • Job Code

San Jacinto College

Equal Opportunity Statement: The San Jacinto College District is committed to equal opportunity for all students, employees, and applicants without regard to race, creed, color, national origin, citizenship status, age, disability, pregnancy, religion, gender, sexual orientation, gender expression or identity, genetic information, marital status, or veteran status in accordance with applicable federal and state laws.

Sr. Administrative Assistant - Central Campus

FUNCTION: Provides advanced, diversified, confidential administrative support to the Administrative Coordinator and other leadership for the College Police department to insure effective and smooth operations. The Senior Administrative Assistant performs administrative processes and duties in a safe, efficient manner and in compliance with all College policies, rules and regulations, including state and federal laws. This position requires a high level of personal integrity and discretionary handling of confidential information.

Essential Job Functions:
  • Provide administrative support to Administrative Coordinator and district-wide College Police Departments. Interacts with all levels of management.
  • Interact daily in person and on telephone with students, administrators, various departments, visitors, vendors, staff, and faculty to provide information and assistance. Greet visitors, answer telephones, provide general information, and maintain an orderly and welcoming office environment. Screens telephone calls and visitors and resolves routine and complex inquiries.
  • Create and update functional spreadsheets, presentations, reports, letters, and other documents to support the work of the department.
  • Monitor accuracy of department's online/electronic forms, spreadsheets, and databases
  • Must create, maintain and make available a daily crime log for Clery Act compliance. Make copies and distribute to public, as requested.
  • Data entry of student, faculty, staff, and contractor parking permit cards; scan/upload/index to account in Banner
  • Receives and records information and requests related to police services including motorist assistance (keys/jump/air) and personal safety escorts
  • Research and process College traffic violations. Add/adjust applicable charges and place administrative holds and late fees to student accounts
  • Banner entry via several banner screens. Review and verify student payment and record on debit card.
  • Inform public of the online appeal form and procedure for ticket disputes, processing once received, and forwarding to appropriate administration for review and outcome decision
  • Ensure all promo materials are readily available for new student orientations and various campus events, maintaining inventory, and communicating when there is a shortage and need for more supplies
  • Increase awareness of the Police Department by participating in campus events
  • Communicate and work with other departments to solve problems and issues as they arise.
  • Assist with website upgrade, general marketing, and publication origination.
  • Maintain Administrative Assistant Manual with the latest revisions and procedures
  • Aids department leadership by gathering and compiling data for departmental, college, or state reports.
  • Maintains office filing/records system and various computer-based records/files according to state file retention guidelines

Additional Job Functions:
  • Drop off/pick up/distribute mail and run errands around campus as needed
  • Assist with special projects and events including room reservation, setup and planning Assist in preparation, organization, and delivery of materials for meetings and events on and off campus.
  • Stock and inventory supplies and equipment, maintain office equipment; use college resources effectively and efficiently
  • Inventory hurricane supplies and distribute to campus food pantries at the end of hurricane season.
  • Perform general office duties which include data entry, printing, copying, scanning and filing documents and other administrative tasks, as needed
  • Scan and archive daily visitor log as required by Texas Department of Public Safety
  • Submit maintenance and ITS requests as needed with monitor and follow up to ensure completion.
  • Promote safety awareness and follows safety procedures in an effort to reduce or eliminate accidents.
  • Take, record, and transcribe minutes for departmental meetings as needed
  • Assist with emergencies as needed
  • Serve as a College notary
  • Other duties as assigned

Knowledge, Skills and Abilities:
  • Must be able to pass an intensive background check
  • Must project a professional image, have excellent telephone etiquette and communication skills
  • Proficient in Microsoft Word, Excel, Banner, and Windows.
  • Must be extremely accurate and have excellent proofreading, grammar and spelling skills.
  • Must be able to work in a team environment, and be flexible with good public relations skills, work well with details and deadlines, balance multiple tasks, analyze and solve problems and work independently in a fast-paced office environment.
  • Professionalism and ability to safeguard sensitive and confidential information.
  • Excellent planning, organizational, and technical troubleshooting skills
  • Ability to work with minimum supervision, manage multiple priorities simultaneously and function collaboratively in a team environment with people from diverse backgrounds
  • Must be comfortable in handling stressful situations; helpful and pleasant under difficult and unpredictable circumstances
  • Able to resolve administrative situations or problems and make judgements and decisions to keep office functioning smoothly in the absence of supervisor.
  • Compliance with all San Jacinto College and Police Department policies and guidelines.
  • Serves as a model of excellence, and supports, promotes and emulates the College Values, Mission Statement, Goals, and Objectives.

Required Education:
  • High School graduate or equivalent (GED)

Preferred Education:
  • Above requirement plus one (1) year of specialized or technical training beyond high school

Required Experience:
  • Three years of office, clerical or administrative support experience; or an equivalent combination of education and experience to successfully perform the essential duties of the job.
  • Intermediate skill level in Microsoft Office-Word, Excel & Powerpoint.

Preferred Experience:
  • Above experience including one (1) or more years in a higher education environment
  • Bilingual/multi-lingual

Required Licenses/Certifications:
  • Valid Texas Driver License with an acceptable driving record or other valid driver license with an acceptable driving record and the ability to obtain a Texas driver license within 90 days of employment.

Preferred Licenses/Certifications:
  • American Heart Association training course: Basic Lifesaving Skills for Healthcare Providers within (1) year. Adult and Pediatric First Aid/CPR/AED.
  • Notary Public

Note: The duties of this position require a physical presence at the assigned on-site work location during unrestricted operations with very limited or no opportunity for remote work arrangements

Salary Grade: 14

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number: req2994

Posting Close Date: 7/5/2021



Posted: 2021-06-29 Expires: 2021-07-30
Sponsored by:
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Sr. Administrative Assistant

San Jacinto College
Houston, TX 77049

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