Administrative Assistant II, Pragmatic & BAAS Programs

UNIVERSITY OF ST. THOMAS - HOUSTON

DEPARTMENT: PRAGMATIC STUDIES & BAAS PROGRAMS

ADMINISTRATIVE ASSISTANT II

Position Summary

The Administrative Assistant II provides comprehensive administrative operational and student-facing support for the Pragmatic & BAAS Programs within the School of Education and Human Services at the University of St. Thomas. Reporting to program and school leadership this position plays a vital role in supporting students coordinating enrollment- and program-related processes and ensuring the effective daily operations of the program office.

This role requires frequent interaction with students families faculty staff and campus partners; strong organizational and communication skills; and the ability to manage multiple priorities in a dynamic higher education environment.

Essential Duties and Responsibilities

Front Office and Student Support

• Serve as the primary point of contact for in-person telephone and email inquiries related to the Pragmatic & BAAS Programs.
• Greet and assist students families faculty staff and visitors in a professional welcoming and student-centered manner.
• Provide accurate information regarding program requirements timelines policies and next steps.
• Maintain confidentiality and professionalism in accordance with FERPA and University policies.

Administrative and Office Operations

• Support daily operations of the Pragmatic & BAAS Programs including scheduling correspondence documentation and record management.
• Maintain organized electronic and physical filing systems shared drives databases and calendars.
• Assist with purchasing invoice processing budget tracking and coordination with the Business Office.
• Order supplies instructional materials and textbooks as needed.
• Coordinate with Facilities IT Food Services and other campus partners to support office operations and events.

Enrollment Admissions and Student Records Support

• Assist with admissions and enrollment processes including application tracking course registration adds/drops and coordination with Admissions and the Registrar.
• Maintain accurate data related to prospective students applicants enrolled students and program participation.
• Monitor enrollment status and assist in identifying and addressing barriers to enrollment or continuation.
• Support accreditation audit reporting and compliance documentation as assigned.

Communication Events and Recruitment Support

• Manage program communications including email accounts and mass messaging.
• Assist with planning scheduling and logistics for information sessions recruiting activities workshops meetings and special events.
• Collaborate with Marketing and Communications to support recruitment efforts and promote Pragmatic & BAAS Programs to internal and external audiences.

Program and Leadership Support

• Provide administrative support to program directors department leadership faculty and staff.
• Prepare reports summaries correspondence and program documentation as needed.
• Collaborate with the Office Manager and administrative colleagues to ensure continuity of operations and shared front-office coverage.
• Demonstrate flexibility and adaptability in response to shifting priorities and operational needs.
• Perform other duties as assigned.

Qualifications

Required:

• Associates degree or an equivalent combination of education and administrative experience.

• At least one year of administrative or office support experience.
• Strong interpersonal customer service and communication skills.
• Proficiency with Microsoft Office applications (Outlook Word Excel PowerPoint Teams).
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently and collaboratively in a team environment.
• Demonstrated discretion sound judgment and professionalism when handling confidential information.

Preferred:

• Experience working in a college or university environment.
• Experience supporting enrollment admissions student services or academic programs.
• Familiarity with university systems (e.g. CRM platforms PeopleSoft document management systems).
• Bachelors degree or additional relevant administrative experience.

Work Expectations

• Regular on-site presence is required to support student services and program operations.
• Ability to work in a diverse multi-ethnic and multicultural environment.
• Flexibility to work occasional evenings or weekends as program needs require.

The above statements are intended to describe the general nature of work performed by individuals in this job classification. They are not intended to be construed as an exhaustive list of all responsibilities duties and qualifications required of individuals in this job classification. All job classifications may have miscellaneous job duties assigned on an as needed basis. The University retains the right to assign and change the duties of this position at any time.

The University of St. Thomas is an Equal Opportunity Employer

Required Experience:

Junior IC