What are the responsibilities and job description for the Administrative Assistant III - Dual Credit position at College of the Mainland?
Please see Special Instructions for more details.
Please NOTE: All applications must contain complete job histories, which include job title, dates of employment (month/year), name of employer, supervisor’s name and phone numbers and a description of duties performed. If this information is not submitted, your application may be considered incomplete. Applications with “See attached” or “See resume” will not be accepted in lieu of a complete application. Omission of data can be the basis for disqualification; you may state “unknown” for any incomplete fields. A scanned copy of unofficial transcript(s) must be attached to the online application.
Position Details
Position Information
Posting Number
AS553P
Position Title
Administrative Assistant III - Dual Credit
Contract Length
N/A
Class Summary
Provides a variety of administrative support duties in relation to a designated program in an assigned area.
Candidates Eligible to Apply
Internal/External
Position Type
Non-Exempt Staff
Employment Status
Full Time
Position Funding Type
Regular
Posting Detail Information
Minimum Education/Training/Experience
- High school diploma or equivalent.
- Four years of progressively responsible administrative support, office management, executive support, records management, or closely related experience in a complex, high-volume environment.
- At least two years of the required experience must include independent responsibility for coordinating multiple priorities, maintaining detailed records, preparing reports, and supporting a manager, department, or team.
- Relevant college coursework may substitute for up to two years of the general experience requirement at a rate of 21 semester credit hours for one year of experience. College coursework does not substitute for the two years of required hands-on administrative experience.
Preferred Education/Training/Experience
- Associate degree or higher in business administration, office administration, information systems, education, or a related field.
- Five or more years of progressively responsible administrative or executive-level support experience.
- Experience in higher education, a public school district, dual credit, admissions, registration, student services, or another education partnership environment.
- Experience compiling, reconciling, analyzing, and presenting enrollment, student, financial, or operational data.
- Experience with a student information system, customer relationship management system, document-management platform, scheduling system, or reporting/dashboard tools.
- Experience coordinating meetings, orientations, recruitment activities, trainings, or other events involving multiple internal and external stakeholders.
Minimum Knowledge & Skills
- Advanced working knowledge of Microsoft Excel, including sorting and filtering, tables, formulas, conditional formatting, charts, data validation, PivotTables, lookups, and reconciliation of information from multiple sources.
- Strong proficiency in Microsoft Outlook, Word, PowerPoint, Teams, OneDrive, SharePoint, and Forms, with the ability to create polished correspondence, reports, presentations, forms, and shared workflow tools.
- Excellent organizational, time-management, and follow-through skills, with the ability to manage multiple projects and recurring deadlines, adjust priorities amid interruptions, and maintain effective working relationships in a fast-paced, collaborative environment.
- Ability to review data for completeness and accuracy, identify discrepancies and trends, investigate routine issues, and summarize findings clearly for decision-making.
- Excellent written and verbal communication skills and the ability to communicate professionally, tactfully, and helpfully with students, parents, district personnel, faculty, staff, and College leadership.
- Sound judgment, discretion, dependability, and the ability to handle student, personnel, financial, and partnership information in accordance with FERPA, College policy, and applicable requirements.
- Ability to learn and consistently apply detailed policies, procedures, enrollment requirements, and business processes.
- Strong customer-service and problem-solving skills, including the ability to remain calm, accurate, and courteous during peak enrollment periods and when priorities change quickly.
- Ability to work independently, anticipate needs, seek clarification when appropriate, and follow assignments through to accurate and timely completion.
- Skill in proofreading, maintaining organized electronic and paper records, taking meeting notes, tracking action items, and preparing clear status updates.
Preferred Knowledge & Skills
- Bilingual in Spanish.
- Knowledge of dual credit, early college high school, college admissions, testing, registration, student records, and Texas public education or higher education processes.
- Knowledge of FERPA and appropriate handling and exchange of student information among a college, school districts, students, and parents.
- Ability to improve office processes by developing templates, trackers, standard operating procedures, forms, and quality-control checks.
- Working knowledge of budget tracking, purchasing, travel, contracts or agreements, inventory, and invoice-processing procedures.
Licensing/Certification Requirements
None
Job Duties
- Administrative and Operational Support: Provides high-level administrative support to the Director; manages calendars, schedules meetings, prepares agendas and materials, records minutes and action items, tracks deadlines and commitments, drafts correspondence, and follows up with responsible parties. Anticipates routine needs, keeps the Director informed of developing issues, and helps maintain continuity across office priorities, district commitments, and College processes.
- Data Management, Reporting, and Quality Control: Collects, imports, organizes, reconciles, and analyzes student, course, section, district, FAST, testing, registration, and other operational data from multiple sources. Builds and maintains spreadsheets, trackers, recurring reports, and visual summaries; verifies data accuracy; identifies missing information, duplicates, discrepancies, and trends; and prepares clear findings for the Director and other stakeholders. Maintains appropriate controls for sensitive information and assists with scheduled and ad hoc reporting.
- Dual Credit Enrollment and Student-Record Support: Provides administrative support for the dual credit student cycle, which may include applications, parent permissions, testing documentation, eligibility records, registrations, schedule changes, roster reconciliation, textbook or material processes, degree-audit support, and other enrollment documentation. Monitors shared lists and queues, checks records for completeness, routes issues to the appropriate employee or department, and communicates status and missing requirements. Does not independently make advising or eligibility decisions unless specifically trained and authorized.
- District and Internal Coordination: Serves as an administrative liaison among K-12 Partnerships, school district and campus contacts, faculty, students, families, and College offices. Maintains contact lists and recurring communications, distributes approved reports and information, coordinates responses, tracks district requests and deliverables, and supports timely resolution of routine matters. Escalates sensitive, unusual, or policy-related issues appropriately.
- Office Communication and Customer Service: Monitors departmental email, telephone, appointment, and walk-in activity; responds to routine inquiries using approved information; schedules or routes requests; and ensures timely follow-up. Prepares accurate, welcoming communications for students, parents, district partners, faculty, and staff while maintaining a professional and service-focused office environment.
- Events, Meetings, and Outreach Support: Coordinates logistics and materials for orientations, application and registration events, parent meetings, district meetings, trainings, recruitment activities, and other partnership events. May reserve rooms, maintain registrations, prepare sign-in materials and presentations, arrange supplies and technology, communicate event details, assist onsite, and compile participation or follow-up information.
- Budget, Purchasing, and Office Administration: Assists with budget and expenditure tracking, purchasing, invoices, travel documentation, office supplies, inventory, records retention, forms, and other departmental administrative processes. Maintains organized electronic files and supports compliance with College procedures and deadlines.
- Process Improvement and Other Duties: Develops and maintains procedures, templates, checklists, forms, shared resources, and workflow tools that improve accuracy, consistency, and service. Participates in training and cross-training, provides backup support to the team, and performs other duties of a similar nature and level as assigned.
Physical Requirements
- Positions in this class typically require stooping, crouching, reaching, standing, walking, fingering, talking, hearing, seeing and repetitive motions
- Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
- Occasional travel between College locations and partner school sites and occasional evening or weekend work may be required for orientations, enrollment events, or other departmental activities.
Minimum Salary Range
$37,894
Mid Point Salary Range
.
Maximum Salary Range
$47,368
Posting Open Date
09/09/2026
Posting Close Date
Posting Will Be Open Until Filled
Yes
Special Instructions to Applicant
Please NOTE: All applications must contain complete job histories, which include job title, dates of employment (month/year), name of employer, supervisor’s name and phone numbers and a description of duties performed. If this information is not submitted, your application may be considered incomplete. Applications with “See attached” or “See resume” will not be accepted in lieu of a complete application. Omission of data can be the basis for disqualification; you may state “unknown” for any incomplete fields. A scanned copy of unofficial transcript(s) must be attached to the online application.
EEO Statement
College of the Mainland is an affirmative action/equal opportunity institution and does not discriminate on the basis of race, color, sex, age, national origin, religion, disability or veteran status.
College of the Mainland does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and 1992.
Quick Link to Share for Direct Access to Posting
https://jobs.com.edu/postings/4777
Supplemental Questions
Required fields are indicated with an asterisk (*).
- How many years of experience do you have in this type of position?
- 0-1
- 1-3
- 3-5
- 5-7
- 7
- Are you able to work evenings and weekends as needed to support events?
- Yes
- No
- Do you have experience using Excel and/or managing spreadsheets for data usage?
- Yes
- No
Documents Needed to Apply
Required Documents
- Resume
- Cover Letter
- Transcripts (1 of 3)
- Letter of Recommendation
- Curriculum Vitae
- Additional Transcripts (2 of 3)
- Additional Transcripts (3 of 3)
- Licensure/Certification
- Additional Licensure/Certification
Salary : $37,894 - $47,368