Administrative Assistant lll

Administrative Assistant lll

Salary: $33,330.00 – $43,329.00 Annually
Location: Beaumont, TX
Job Type: Full-Time Staff
Job Number: 202600090
Closing Date: Continuous
Home Org: Vice President Student Affairs
FLSA: Non-Exempt

Job Summary

This position provides senior-level administrative support to the Office of the Dean of Students and Student Conduct & CARE Services (DOS/SCCS). The role supports daily operations through administrative coordination of investigations, front-line customer service, management of sensitive correspondence, and facilitation of communication among students, faculty, staff, and campus partners. The position requires a high level of professionalism, confidentiality, and independent judgment, particularly when supporting institutional response processes involving critical incidents. The role collaborates closely with senior leadership and partners across the Division of Student Affairs to ensure accurate, timely, and compliant administrative support.

Essential Job Functions

General Administrative Support:

• Provides senior-level administrative assistance in support of senior leadership, including complex calendar management, high-level meeting and conference room scheduling, travel coordination, and oversight of office supplies and equipment.
• Assists with daily departmental operations with independent judgment, including front-office management, mail distribution, intake and tracking of sensitive correspondence, approval requests, and maintenance of organized and secure filing systems.
• Prepares, edits, and distributes confidential and leadership-level correspondence, including memoranda, formal business letters, reports, and summaries used for executive decision-making.
• Creates, maintains, and analyzes spreadsheets, reports, and institutional records, including documentation related to student status changes and critical incidents.
• Attends departmental and leadership meetings, records and distributes official minutes, and ensures appropriate follow-up actions are documented and communicated.
• Maintains strict confidentiality and professionalism in all administrative functions, particularly when handling sensitive student information, personnel matters, and leadership communications.
• Performs other job-related duties as assigned in support of departmental and institutional priorities.

Student Services and Outreach:

• Serves as a primary point of contact for students, faculty, staff, and visitors, providing high-quality service, informed guidance, and appropriate referrals while exercising discretion and sensitivity.
• Assists senior-leadership team with consultation for student medical withdrawal, including tracking documentation, internal notifications, and collaboration with campus partners to ensure compliance and continuity of care.
• Provides supplemental support in response to a student death, assisting with leadership-directed actions, records management, and cross-departmental coordination while maintaining professionalism and compassion.
• Manages departmental email, phone, and in-person inquiries, triaging sensitive matters to appropriate offices or senior staff as needed.
• Represents the Office of the Dean of Students and the Division of Student Affairs in routine and sensitive interactions with the campus community and external stakeholders.

Marketing and Communication:

• Facilitates clear, timely, and professional communication on behalf of DOS/SCCS leadership, ensuring accuracy and consistency in messaging.
• Assists in drafting, editing, and distributing official communications, including notices related to student services, administrative processes, and leadership initiatives.
• Ensures written correspondence and office communications reflect institutional standards, professionalism, and appropriate tone, particularly when addressing sensitive or high-impact matters.

Supervision – Student Workers:

• Assists with the coordination, scheduling, and functional supervision of student workers to support departmental operations.
• Supports timekeeping, payroll documentation, training, and compliance with university employment policies and procedures.

Projects and Collaboration:

• Coordinates with internal departments (Housing and Residence Life, Setzer Student Center, Student Conduct and Care Services) to monitor expenses, purchasing requests, invoices, expense reports, time sheets, and payroll documentation.
• Collaborates with the Division’s Budget Specialist to ensure financial compliance, accuracy, and timely processing of departmental transactions.
• Supports departmental and division-wide projects and initiatives, coordinating logistics, documentation, and communication across campus partners.
• Represents and supports senior leadership in administrative, project-based, and community-facing capacities as appropriate, exercising independent judgment and professionalism.

Minimum and Desired Qualifications

Minimum Qualifications:

• Associate’s degree.
• 3 years or more of progressively responsible administrative and/or customer service experience.
• Experience working with confidential or sensitive information in compliance with applicable policies or regulations.

Desired Qualifications:

• Bachelor’s degree
• Experience supporting or working closely with senior leadership or executive-level staff.
• Familiarity with FERPA, student conduct processes, or other compliance-related frameworks.
• Experience coordinating sensitive or critical incident-related processes, including medical withdrawals or crisis response support.
• Proficient in Banner 9 and Maxient Systems.

Supplemental Information

Key Competencies:

• Demonstrated ability to handle highly confidential and sensitive information with discretion and sound judgment, including student records, payroll, and human resources-related materials.
• Proven ability to work independently while effectively prioritizing, multitasking, and making informed decisions in a fast-paced environment.
• Strong organizational, problem-solving, and time management skills.
• Excellent customer service skills, with the ability to interact professionally, compassionately, and effectively with individuals across various backgrounds.
• Ability to maintain a high level of professionalism when communicating with internal and external stakeholders.
• Exceptional oral, written, and interpersonal communication skills.
• Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Physical Requirements:

• Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull up to 10 lbs

Job Conditions:

• Work is primarily performed in an office environment and involves extensive use of computers, phones, and other standard office technology.
• The position requires regular interaction with students, faculty, staff, and campus partners; routine handling of confidential and sensitive information; occasional travel to on- and off-campus locations; and adherence to established deadlines, policies, and institutional procedures.

Lamar University is An Equal Opportunity Employer

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

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.

To apply, please visit https://www.schooljobs.com/careers/lamar/jobs/5246343/administrative-assistant-lll

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