Senior Administrative Assistant - Central Campus
FUNCTION: Provide administrative support to the Fiscal Affairs division, including the following areas: Auxiliary Services, Finance, Internal Audit, Office of Emergency Management (OEM) and Safety, Health, Environment and Risk Management (SHERM).
Essential Job Functions:
- Provide administrative support to the following areas: Auxiliary Services, Finance, Internal Audit, OEM and SHERM. Includes, among other tasks, ordering supplies, and preparing and processing EPAFs, requisitions and invoices. Processes P-card statements and maintains P-card records and expenditures as necessary. Coordinates travel arrangements and processes related reimbursements. Monitors the department budgets and processes budget transfers as necessary.
- Assist OEM with documentation and recordkeeping of the Comprehensive Emergency Management Plan and input information into software systems and databases.
- Assist OEM with the development of the College Business Continuity of Operations Plan by receiving and organizing data from participating departments.
- Prepare spreadsheets, presentations, reports and documents as needed.
- Assist OEM with recordkeeping and documentation of preparedness / readiness and testing procedures.
- Maintain emergency information databases, contact/notification systems at the district level (maintain systems on all campuses).
Additional Job Functions:
- Schedule and coordinate meetings. Record and transcribe meeting minutes.
- Serve as a member of the incident management team, transporting items between campuses in College vehicle.
- Facilitate the Districtwide Emergency Drill Calendar, scheduling all drills with OEM and participating Departments.
- Perform other duties as assigned.
- Manage recordkeeping and documentation of equipment inventory, equipment readiness and testing records.
Knowledge, Skills and Abilities:
- Proficient in various software packages including Microsoft Office Suites - Word, Excel, PowerPoint and Outlook
- Excellent oral and written skills
- Excellent public relation and interpersonal skills
- Must be detail oriented, organized and be able to work with minimum supervision
- Be able to multi-task in a fast-paced work environment
- Able to resolve administrative situations or problems in the absence of supervisor
- Able to make judgments and decisions to keep office functioning smoothly in absence of supervisor.
- Self-starter with team player attitude.
- Ability to travel to various site locations.
- Ability to maintain confidentiality
- Proficient use of Ellucian Banner software preferred
Required Education:
- High school diploma or equivalent
Preferred Education:
- Above requirement plus one year of specialized or technical training beyond high school
Required Experience:
- 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
Preferred Experience:
- Above requirement including one or more years in an emergency management, higher education, public administration, or safety environment.
- One or more years with accounting/finance administrative functional experience.
Required Licenses/Certifications:
- Valid Texas Driver License
Preferred Licenses/Certifications:
- NIMS IS 700, 800, 100, and 200. CPR Provider.
Note: The duties of this position require a physical presence at the assigned on-site work location during unrestricted operations with very limited or no opportunity for remote work arrangements.
Salary Grade: 106
Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule
Requisition Number: req5644
Posting Close Date: 2/25/2025
San Jacinto College
remote work
Feb 20, 2025