Job Information
Texas State University Administrative Assistant III in San Marcos, Texas
Posting Information
Posting Number2024759
Posting/Functional TitleAdministrative Assistant III
University Pay Plan TitleAdministrative Asst III
LocationSan Marcos
DepartmentSchool of Music
Recruitment TypeOpen to All
Job TypeFull-Time
Funding SourcePermanent
Monthly Salary$3,333.34 - $4,326.00
Job CategoryNon-Exempt
Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.
Experience in accounting/budgeting/bookkeeping (ex. Excel, Quicken, SAP , etc.).
Experience working with vendors and payment processing.
Experience in travel coordination.
Experience working with Microsoft Office (e.g., Outlook, Word, Excel, etc.) and Adobe Creative Suite (e.g., Photoshop, InDesign, etc.).
Experience working in a busy, customer service setting.
Experience communicating and problem-solving effectively in an organizational setting.
Experience organizing and prioritizing responsibilities, including multitasking with frequent interruptions.
Excellent written and verbal communication skills (ex. proofreading and editing).
Experience working independently and in collaboration with others.
Experience in creating and analyzing detailed reports.
Experience with scheduling and inventory.
Proficiency in general office and administrative support duties.
Preferred Qualifications
Bachelor’s degree.
Knowledge of music and music education.
Experience working with and/or organizing camps and festivals.
Experience working in higher education and/or the arts and music.
Experience with website development, social media best practices, and event promotion.
Experience with Microsoft Sharepoint.
Job Description
The Administrative Assistant III : Business Manager provides budgetary and personnel support to the School of Music as a whole. This position reports to the Director of the School of Music.
Job Duties
Budget:
Manage School of Music operating budgets and accounts (planning, budget, faculty reimbursements, analyze and reconciliation).
Purchase for the School of Music.
Oversee endowments and scholarships for the School of Music (reconcile, disburse in BOSS ).
Monthly Purchasing Card (P-Card) reconciliations.
Reconcile all e-Inter Department Transfers ( IDT ; budget transfer request & processing).
Provide budgetary support for the Jazz Studies and Latin Music Studies programs.
Inventory of uniforms, equipment, and repairs.
Purchase equipment, supplies, and music.
Camps, festivals, and group travel
Research Enhancement Program ( REP ) for any faculty awarded a grant (budget, processing payments, purchasing supplies, etc.).
Electronic Non-Purchase Orders (E- NPO ) for guest artists (vendor set-up in Payment Works, parking requests, etc.)
Process special student payments.
Process piano maintenance expenses.
Personnel:
Manage all Human Resources processes in the School of Music, such as employment paperwork and preparing Personnel Change Requests ( PCR ) for faculty, staff, graduate students, and student workers.
Hire, train, and supervise student workers.
Time management for all School of Music faculty, staff, graduate students, and student workers.
Process individual faculty and student travel in CONCUR (travel requests, arrangements, and expense reports).
Accreditation Reports:
Support accreditation reporting, such as National Association of Schools of Music ( NASM ) and Southern Association of Colleges and Schools Commission on Colleges ( SACSCOC ).
Annual Higher Education Arts Association ( HEADS ) Data Survey for NASM .
Records:
Record retention for the School of Music.
Process open records requests.
Facilities and Special Events:
Parking permit requests for School of Music.
Organize alumni reunion at Texas Music Educators Association ( TMEA ) Clinic/Convention.
Scheduling:
Director’s calendar
Other related duties as assigned by the Director.
Backup:
Monitor School of Music email accounts.
Support commencement preparations.
Room scheduling.
SOM building maintenance requests.
Key and keycard access.
Back up to the Administrative Assistant II: Instrumental Studies, Administrative Assistant II: Vocal Studies and Piano, and Enrollment Management Coordinator.
Additional Information to Applicants
Job Open Date09/11/2024
Job Close Date (posting closes at midnight)
Open Until FilledYes
Normal Work DaysMonday, Tuesday, Wednesday, Thursday, Friday
Normal Work Hours Start8:00AM
Normal Work Hours End5:00PM
Posting NoticesYou will be required to electronically attach a resume, cover letter, recommendation letter(s), and list of references to your application.
Legal and Required Notices
Texas State University is an Equal Employment Opportunity/Affirmative Action Employer.
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.
Why work @ Texas State?
• Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!
• Generous paid time off: vacation, holidays, sick days and many more!
• Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program
• Great training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs.
• An inclusive Bobcat community: join our many social networks offered on and off-campus
• Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions
By joining the Texas State Bobcat team, you’ll be a part of one of the most beautiful, diverse, and growing universities in the nation.
Quick Linkhttps://jobs.hr.txstate.edu/postings/49471
Applicant Document