What are the responsibilities and job description for the Sr Administrative Assistant position at San Jacinto College?
Sr Administrative Assistant - South Campus
Function: Provides advanced administrative, budgetary, compliance, and operational support to the Registrar/Dean of Records, Associate Registrar, Banner Student Systems Services Manager, Records Management, and Testing Centers. Coordinates budget development, reporting, committee operations, commencement processes, and academic calendar governance while ensuring compliance with institutional and state guidelines.
Major Responsibilities: This position exercises initiative, judgment, and discretion in addressing the needs and requirements of office operations. This position requires attention to detail, diplomacy, confidentiality, and the ability to work under pressure in a fast-paced environment requiring management of competing priorities while meeting established deadlines.
Essential Job Functions:
- Assist with gathering data, compiling, and preparing Annual Reports for Registrar, Records Management, Student Information Systems, and Testing
- Develop, enter, and balance annual budgets in Banner; coordinate budget development for Registrar/Dean of Records, Records Management, Banner Student Systems Services, and Testing Departments
- Review and maintain division budgets; monitor negative balances (excluding PT/OT/Travel), notify departments, and complete budget transfers as needed
- Collect documentation, verify conversion to purchase order, obtain invoice paperwork, receive documents in Banner, and submit invoices for payment
- Collect documentation, allocate charges online, and submit monthly P-Card expense reports
- Collect documentation, prepare, and submit Travel Expense Reports; serve as Direct Pay Reviewer approval authority
- Schedule and coordinate conference and travel arrangements for department personnel
- Assist with Academic Calendar Committee processes; confirm ISD contacts annually, enter revisions in Catalog, and make real-time updates during meetings
- Plan, schedule, coordinate meetings, prepare agendas, and take minutes for HSERT, Testing Team, Academic Calendar Committee, Admissions Review Team, and other Registrar-related committees
- Maintain committee charters and member lists; post updates to internal webpage
- Prepare Commencement program degree listings; verify full degree names using catalog; coordinate multi-level review and submit to Marketing; support Fall and Spring Commencement ceremonies
- Complete X-Report, PAYGO manual drop/delete reports
- Complete WSRCAMP and WSRRWNC reports
- Drop students from partial paid lists provided by Business Office after payment deadlines
- Process Education Verification requests
- Prepare and process EPAFs for Registrar, Records Management, Banner Student Systems Services, and Testing Centers
- Collect and file Testing Monthly Usage Reports and SRM Monthly Activity Reports; maintain files on shared drive
- Maintain Registrar Budget Tracking Folder in Teams; ensure debit/credit entries updated regularly (minimum monthly)
- Order and maintain office supplies for department
- Submit Maintenance and TechSupport requests as needed
- Coordinate and maintain Supervisor's calendar
- Provide support to Associate Registrar, Manager of Banner Student Systems Services, Testing Coordinators, and Student Services division during peak periods
- Serve as Notary Public
Additional Job Functions:
- Participate in Sr. Administrative Assistants monthly meetings
- Provide operational support during Registrar leadership transitions
Knowledge, Skills, and Abilities:
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Experience with Banner database system
- Advanced knowledge of budget development, financial monitoring, and expense processing
- Strong written and verbal communication skills
- Ability to manage multiple committees and deadlines
- Ability to maintain confidentiality
- Detail-oriented and highly organized
- Ability to work independently with minimal supervision
Required Education:
- High School diploma or GED
Preferred Education:
- Associate's degree
Required Experience:
- Three years of full-time office clerical or administrative experience in an educational setting
Preferred Experience:
- Experience supporting Registrar, Records, Testing, or Student Services operations
- Knowledge of Banner Database System
Preferred Licenses/Certifications:
- Notary Public
Note:This position has limited opportunity for remote work arrangements with appropriate approvals and in accordance with the policies, procedures, and needs of the College.
Salary Grade: 106
Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule
Requisition Number: req6219
Posting Close Date: 4/17/2026
The San Jacinto College District is committed to equal opportunity for all students, employees, and applicants without regard to race, creed, color, national origin, citizenship status, age, disability, pregnancy, religion, gender, sexual orientation, gender expression or identity, genetic information, marital status, or veteran status in accordance with applicable federal and state laws. The following College official has been designated to handle inquiries regarding the College's non-discrimination policies: Sandra Ramirez, VCHR Org/Talent Effectiveness, 4620 Fairmont Pkwy. Pasadena, TX 77504; 281-991-2648; Sandra.Ramirez@sjcd.edu