Administrative Associate II - Assistant to the Chair

Requisition 202600118S Title Administrative Associate II - Assistant to the Chair FLSA Status Non-Exempt Hiring Salary This position is a pay grade 6. Please see Pay Grade Table at: https://pa-hrsuite-production.s3.amazonaws.com/116/docs/550174.pdf . Occupational Category Technical/Para-Professional Department Dept of Library Science and Technology Division Division of Academic Affairs Open Date 05/06/2026 Open Until Filled Yes Educational And Experience Requirement Associate’s degree in related field. Three years relevant administrative assistant experience or experience in a related field. Additional experience may be considered in lieu of education. Nature & Purpose Of Position Performs advanced administrative assistant duties for the Department of Library Science and Technology. Primary Responsibilities Performs advanced administrative support to the department chair, faculty, and students. Coordinates daily office operations and ensure consistent departmental coverage and service. Maintains accurate and organized departmental, faculty, and student records. Prepares, reviews, revises, and distributes official documents and correspondences on behalf of the department. Safeguards confidential information in accordance with FERPA and university policies. Maintains current knowledge of institutional policies, procedures, and regulatory requirements. Acts as the primary point of contact between the department, college administration, and university offices. Facilitates clear, timely communication across stakeholders. Assists with faculty recruitment, onboarding, and personnel documentation. Supports course scheduling, student registration processes, and related academic operations. Monitors and reconciles departmental budget accounts. Processes payroll actions and support financial transactions, including scholarship disbursements. Hires, trains, and schedules student workers and graduate assistants. Ensures departmental hours of operation are maintained and office functions run efficiently. Orders and manages office supplies and departmental resources. Maintains office equipment and coordinate service as needed. Supports departmental projects, initiatives, and events. Performs other related duties as assigned. Other Specifications Requires general knowledge of standard office functions, knowledge of university policies, procedures, and practices. Requires knowledge of faculty workload reports, faculty hiring, and academic personnel procedures. Must have the ability to apply policies and procedures to resolve routine problems of a repetitive nature. Discretion, confidentiality, and the ability to work independently in a fast-paced academic environment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the Blackboard learning management system. Strong written and verbal communication skills. The ability to handle confidential information with discretion. Knowledge of FERPA regulations and student privacy requirements. Full Time Part Time Full Time Position Number 4N9124 Quicklink https://shsu.peopleadmin.com/postings/47124 EEO Statement Sam Houston State University is an Equal Employment Opportunity Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, national origin, sex, religion, age, disability, or protected veteran status. The University takes seriously the initiative to ensure equal opportunity in the workforce and to comply with Title VII as interpreted by the U.S. Supreme Court. Sam Houston State University is an “at will” employer. Employees with a contract will have additional terms and conditions. Security-sensitive positions at SHSU require background checks in accordance with Education Code 51.215. Annual Security and Fire Safety Report