What are the responsibilities and job description for the Administrative Assistant III, Admin Services position at Hill College?
Job Description: Administrative Assistant III, Administrative Services
Department: Administrative Services Pay Classification: 130
Reports To: Vice President of Administrative Services FLSA Status: Non-Exempt
Job Summary: The Administrative Assistant III provides professional administrative support to the Vice President and the Business Office team. This position is responsible for coordinating the organization, communication, and daily operations of the division, including scheduling, recordkeeping, purchasing, reporting, and budget assistance. The Administrative Assistant III ensures the smooth operation of the department through effective coordination, attention to detail, and a commitment to Hill College’s mission and values.
Core Duties and
Required Knowledge: Provide general administrative support, including scheduling meetings, maintaining calendars, preparing correspondence, filing, ordering supplies, and managing mail.
Greet and assist students, staff, and visitors with professionalism; respond to inquiries and direct individuals to appropriate resources.
Process purchase orders, requisitions, and financial transactions accurately in accordance with college policy.
Assist with departmental budgeting, expense tracking, and report preparation.
Coordinate meeting logistics, record minutes, and assist with college events and travel arrangements.
Maintain departmental records, databases, and document organization within the Hill College ERP system and Microsoft Office applications.
Support institutional operations such as registration, switchboard coverage, bid proposals, insurance, and P-Card reconciliation.
Assist with annual reporting schedules and other administrative timelines.
Collaborate with colleagues across departments to promote the college’s mission, ensure operational efficiency, and support institutional goals.
Demonstrate proficiency in Microsoft Office (Word, Excel, Outlook, Teams) and strong knowledge of general office and purchasing procedures.
Maintain confidentiality, accuracy, and a high level of professionalism in all tasks.
Strategic Vision and
Program Development: Support the Business Office’s mission by contributing to process improvement, efficiency, and service excellence.
Promote a positive institutional image through dependable, high-quality administrative support.
Collaboration: Work cooperatively with faculty, staff, and administrators across Hill College campuses.
Serve as a departmental liaison and participate on institutional committees as assigned.
Demonstrates a commitment to maintaining a welcoming and safe environment for all.
Demonstrated Attributes: Detail-oriented and organized with strong time-management skills
Professional and courteous communication style
Reliable, adaptable, and self-directed
Demonstrated teamwork, discretion, and customer service focus
Commitment to confidentiality and continuous improvement
Other Information: Security-sensitive position
May require travel to other Hill College locations
Occasional evening and weekend work during designated times
Must possess a valid Texas driver’s license
Physical Requirements: Light work; exerting up to 25 pounds of force occasionally and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects, including the human body. The use of arm and/or leg controls requires exertion of force greater than that for sedentary work.
