Job Information
Texas State University Administrative Assistant III in San Marcos, Texas
Posting Information
Posting Number2026466
Posting/Functional TitleAdministrative Assistant III
University Pay Plan TitleAdministrative Assistant III
LocationSan Marcos
DepartmentDept of Health & Human Performance
Recruitment TypeUniversity-Wide Recruiting
Job TypeFull-Time
Funding SourcePermanent
Monthly Salary$3,554-$4,354.00
Job CategoryNon-Exempt
Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.
Minimum of 2 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 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. This is an in-person position.
Job Duties
Hiring:
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 for Hire, etc.
Once hired, follows up with necessary documentation.
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.
Submit PCRs to address Separation, Change in Position, Additional Appointments, etc.
Works with HR/International office when hiring International faculty and students.
Works with Talent Aquisition to follow best practices for hiring.
Maintains updated documentation required for all departmental faculty.
Office Management:
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.
Supervise the office Administrative II personnel.
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.
Handle email communications with clarity and appropriate email etiquette.
Maintain knowledge of various University platforms both current and new systems.
Act as Time Keeper for the department.
Assist program coordinators/directors to determine the necessary course offerings and number of sections.
Budget:
Collaborate with chair and departmental academic budget specialist to manage departmental accounts and budgets.
Reconcile monthly budgets for all departmental accounts.
Manage departmental P cards.
Collect receipts, pay invoices using various University platforms
Process incentive pay bonuses for faculty from the appropriate funding sources
Act as a liaison with the Dean’s office regarding start up funds and other financial issues.
Submit PCRs to adjust cost distributions.
Submit FMBBs to move funds when necessary.
Miscellaneous Tasks:
Maintains all Personnel Files.
Maintain knowledge of various University platforms both current and new systems.
Serve as timekeeper for departmental faculty and staff.
Attend monthly PC meetings and record minutes.
Manage the supervisor’s calendar and schedule.
Help faculty, staff and students via the Concur system.
Ability to work independently under moderate to little supervision on varied and potentially complex tasks and assignments.
Perform basic to intermediate mathematical calculations.
Assist department chair with faculty workload report each semester.
Oversight of faculty workload and overload compensation payments.
Additional Information to Applicants
Job Open Date04/15/2026
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 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/56741
Applicant Document