Administrative Assistant II at Lamar University in Beaumont, Texas

Job Description:

Posting Number:

20113077

Position Title:

Administrative Assistant II

FTE:

1.0

Position Type:

Staff

Department:

Industrial Engineering

Job Summary/Basic Function:

About This Role:



This position provides essential administrative support to the Department Chair in overseeing and coordinating the administrative functions of the Department of Industrial Engineering, specifically to meet the needs of students and faculty in all departmental programs. The role involves managing a variety of tasks aimed at ensuring the smooth operation of the department and offering high-quality support to all stakeholders. The individual in this position will serve as a key point of contact for students, faculty, staff, and the public, greeting and assisting individuals, answering incoming calls, and routing them to the appropriate office or person. They will also handle distributing messages within the office, provide information to students and faculty, and resolve inquiries or complaints in a professional manner. The position requires the ability to develop and maintain a positive, professional, and customer-service oriented environment, ensuring that all interactions reflect the department's commitment to excellence.


A key responsibility in this role is maintaining and reconciling the department's budget. This includes monitoring expenditures, conducting basic financial analyses, and researching any discrepancies. The individual will also be responsible for preparing both special and recurring financial reports to provide insight into the department's financial standing. Additionally, the role requires the creation and management of filing systems for technical, financial, and project-related documents. This includes ensuring the proper storage and security of files, ensuring confidentiality, updating records with new information, retrieving files as requested, and following proper protocols for the destruction of confidential materials.


The position also includes planning and organizing conferences, meetings, and events, handling related logistics such as accommodations, travel arrangements, and catering for special events. The individual will be responsible for preparing and distributing conference materials such as registration forms, badges, and other relevant documentation. As part of the administrative support, this role involves preparing monthly budget reports, drafting university documents, and coordinating the daily operations of student workers, which includes hiring, training, assigning duties, overseeing special projects, and managing performance and discipline.


Furthermore, the position involves maintaining inventory reports for departmental supplies, ensuring that necessary materials are available, and acting as a courier to transport mail and supplies across on-campus centers, departments, and offices. The individual may also be required to supervise, monitor, or train staff members within the department, ensuring all procedures are followed effectively and efficiently. Finally, the role will support the preparation of paperwork for specialized functions of the department, contributing to the overall success and operational efficiency of the department. This position demands an individual who is highly organized, detail-oriented, and capable of juggling multiple tasks while maintaining a professional, customer-focused approach.

What You'll Do - Position Responsibilities:

• Processes and maintains record of Electrical and Computer Engineering advising appointments, emails to/from students and faculty pertaining to enrollment, advising and information regarding the program, register graduate students.


• Build and amend courses for the department each semester in LU Schedule Building.


• Submitting Electronic Personnel Action Forms for faculty, students, and staff,


• Cooperate with other departments across campus including Graduate Studies, Registrar's Office, and Graduation Office to ensure graduate processing is complete.


• Scheduling and coordinating events and visits for the department including prospective employees, advisory council meetings, and industry partners.


• Prepare and complete department purchasing through Cardinal Purch.


• Attend College of Engineering Events as needed.


• Attend and maintain records of department faculty meetings.

Key Competencies: (KSAs - Knowledge Skills and Abilities)

• Expertise in Administrative and Office Management: Demonstrated ability to handle administrative tasks effectively within an academic environment.


• Proficiency in Office Software and Tools: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint and other relevant software.


• Strong Verbal Communication Skills: Excellent ability to convey information clearly and professionally in both one-on-one and group settings.


• Experience with Learning Management Systems (LMS): Familiarity with platforms like LU Learn (Blackboard) or similar systems for managing educational content and student interactions.


• Dependability in Attendance and Time Management: Proven track record of punctuality and consistent attendance.


• Competence with Office Equipment: Skilled in operating photocopiers, fax machines, multi-line phone systems, and other standard office machinery.


• Understanding and Following Instructions: Ability to comprehend and execute moderately complex oral and written instructions.


• Effective Interaction with Stakeholders: Proficiency in engaging tactfully and professionally with students, prospective students, advisory council members, and faculty.


• Multi-tasking Abilities: Capability to manage multiple tasks or events simultaneously while maintaining the quality and timeliness of work.


• Teamwork and Collaboration: Ability to work harmoniously with colleagues and supervisors, contributing to a cooperative work environment.


• Adaptability to Fast-paced Environments: Comfort and efficiency in handling tasks and challenges in a dynamic and rapidly changing setting.


• Compliance with Institutional Policies: Commitment to adhering to university and departmental policies and procedures.

Physical Requirements: Able to lift 25 lbs. and be able to perform a variety of physical tasks including lifting, bending, stooping, squatting, stair climbing and walking between buildings.

Who We Are:



Home to more than 17,000 students, Lamar University is among the fastest growing Texas colleges and universities. LU is a member of The Texas State University System, which is the first higher education system of Texas and maintains the lowest average tuition and fees of any university system in Texas. With more than 120-degree options and a community that cares, Lamar students are always proud to be Cardinals. Lamar University strives to educate leaders, demonstrate excellence in student learning and career readiness, and pursue research with relevance.


Lamar University is committed to fostering an environment of teamwork where all students, faculty, and staff can learn, work, and become a part of our community.



Benefits:

• Health, dental & vision insurance


• Life insurance


• State of Texas Retirement plans


• Tuition covered at 100% for employees, spouses and/or eligible dependents.


• Paid time off - vacation, sick, and holidays.

To see more information about the available benefits, please visit:
Benefits - Lamar University
Minimum Qualifications:

• Associate's degree or two years of college coursework related to job functions, or combination of education and experience in related field (2 years of experience = 1 year of formal education).


• One year of secretarial or office experience required.

EEO Statement:

Lamar University is An Equal Opportunity Employer

Veteran's Preference Statement:

Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003.

Preferred Qualifications:

• Three years of secretarial or office experience preferred; experience in educational setting preferred.


• Experience with Banner, Degree Works, Navigate, or Cardinal Purch is a plus.

Security Sensitive Statement:

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.

Salary:

$29,759 - $38,686

Posting Date:

03/19/2025

Close Date:

06/23/2025

Open Until Filled:

No

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