Job Description: Administrative Assistant III, Administrative Services
Department: Administrative Services
Reports To: Vice President of Administrative Services
Pay Classification: 130
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.
Minimum Required
Education: Associate degree or higher, or a combination of experience and education that provides the required knowledge, skills, and abilities
Minimum Required
Experience: Two (2) to four (4) years of clerical or administrative support experience
Experience in secondary or higher education
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 20 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.
Skills Required
- Associate degree or higher
- Two to four years of clerical or administrative support experience
- Experience in secondary or higher education
What We Do
Hill College will provide high quality comprehensive educational programs and services. The college enhances the educational, cultural, and economic development of its service area and assists both individuals and the community to prepare for a more productive life. The Board of Regents, administrators, and faculty at Hill College are committed to the concept that our College be an open door to learning. With this goal in mind, we extend an educational opportunity to students of all ages who can profit from instruction. Every effort is made to provide equal access to the educational opportunities offered at Hill College without regard to race, creed, color, age, sex, national origin, or disability. In keeping with this philosophy, Hill College recognizes and accepts the responsibility for providing curricula for university bound students, for students seeking career opportunities in a variety of occupations, and for persons of the community seeking cultural enrichment, short-term skill training, or personal improvement opportunities. The College will seek to achieve these goals within the limits of its legal responsibilities and available fiscal resources. Hill College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award associate degrees.
