Sr. Administrative Assistant - Central Campus

• Provides administrative support to Administrative Coordinator and district-wide College Police Departments. Interacts with all levels of management.
• Interacts daily in person and on telephone with students, administrators, various departments, visitors, vendors, staff, and faculty to provide information and assistance. Greets 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.
• Creates and updates functional spreadsheets, presentations, reports, letters, and other documents to support the work of the department.
• Monitors accuracy of department's online/electronic forms, spreadsheets, and databases.
• Creates, maintains and makes available a daily crime log for Clery Act compliance. Makes copies and distribute to public, as requested.
• Performs 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.
• Researches and processes College traffic violations. Adds/adjusts applicable charges and place administrative holds and late fees to student accounts.
• Banner entry via several banner screens. Reviews and verifies student payment and record on debit card.
• Informs 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
• 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

• 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.
• Intermediate skill level in Microsoft Office-Word, Excel & PowerPoint.

• High school diploma or equivalent

• Above requirement plus one year of specialized or technical training beyond high school

• 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

• Above requirement including one or more years in a higher education environment

• 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.

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

Salary Grade: 106

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

Requisition Number: req5117

Posting Close Date: 5/13/2024