Administrative Assistant III, Biology

Administrative Assistant III, Biology

The Administrative Assistant to the Department Chair provides comprehensive administrative, academic, financial, and personnel support to ensure the effective and efficient operation of the department. This position is responsible for coordinating daily office operations; maintaining departmental records; supporting academic scheduling, student services, purchasing, and personnel processes; coordinating departmental events and activities; and serving as a primary point of contact for faculty, staff, students, and external stakeholders.

The successful candidate will demonstrate strong organizational and interpersonal skills, sound judgment, attention to detail, and a commitment to maintaining confidentiality. The ability to independently prioritize responsibilities, manage multiple projects simultaneously, and adapt to changing demands in a fast-paced academic environment is essential for success in this role.

Special Note: We are unable to provide visa sponsorship for this position. Candidates must be authorized to work in the United States without the need for sponsorship now or in the future.

Essential Job Functions

• Administrative Support: Manage the daily administrative operations of the department by coordinating the Department Chair's calendar, scheduling meetings and appointments, and handling departmental correspondence. Prepare, edit, and distribute reports, presentations, and other departmental documents while maintaining accurate records, filing systems, and office procedures. Provide support for academic scheduling, classroom assignments, Degree Works, advising-related processes, budget tracking, and departmental purchasing activities. Monitor office supplies, equipment, and operational needs to ensure the department functions efficiently and effectively in support of faculty, staff, and students.

• Communication & Coordination: Serve as the primary point of contact for the department, facilitating effective communication among faculty, staff, students, and external stakeholders. Coordinate departmental meetings, events, and special projects by managing schedules, logistics, and follow-up communications. Respond to inquiries, answer and screen telephone calls, oversee departmental email communications, and route requests to appropriate individuals. Support departmental operations and initiatives by tracking assignments, monitoring deadlines, coordinating project activities, and ensuring timely completion of key deliverables.

• Student, Faculty, & Staff Support: Provide comprehensive administrative support to faculty, staff, and students by assisting with departmental procedures, services, and general inquiries. Coordinate faculty administrative needs, including travel arrangements, purchasing requests, course-related materials, and other operational activities that support teaching and departmental functions. Recruit, train, schedule, and supervise student employees, offering guidance on departmental processes, policies, and technology systems. Assist with onboarding activities and personnel-related processes as assigned, while fostering a responsive, professional, and supportive environment for all department stakeholders.

• Records, Data Management & Reporting: Maintain accurate and comprehensive records related to students, personnel, budgets, inventories, and departmental activities while ensuring the confidentiality, integrity, and security of sensitive information. Utilize Banner, Degree Works, and other university systems to generate, monitor, reconcile, and analyze data and reports that support departmental operations. Prepare routine and ad hoc reports, maintain data accuracy, and provide information and documentation necessary for departmental planning, compliance, budgeting, assessment, and decision-making processes.

• Event & Program Coordination: Coordinate and support a variety of departmental events and programs, including seminars, workshops, lectures, student recruitment activities, Poster Day, and other special initiatives. Manage all aspects of event planning and logistics, including venue reservations, catering arrangements, registration processes, preparation of materials, and communications with attendees. Collaborate closely with faculty, staff, students, and external partners to ensure the successful execution of departmental events, outreach efforts, and academic programs while promoting engagement and supporting the department's educational and strategic objectives.

Minimum and Desired Qualifications

Minimum Qualifications:

• High School Diploma or GED.
• Minimum of three years of administrative support.
• Experience in coordinating meetings, special events, including scheduling and logistics.
• Experience preparing correspondence, reports, presentations and other professional documents.

Desired Qualifications:

• Associate’s or higher degree preferred.
• Five (5) or more years of administrative support preferably in higher education.
• Understanding of university systems, student services, or departmental support workflow.

Supplemental Information

Key Competencies:

• Demonstrated ability to independently manage complex administrative functions, prioritize competing deadlines, and coordinate multiple projects simultaneously.
• Excellent communication and interpersonal skills, with the ability to effectively interact with faculty, staff, students, and external stakeholders.
• Proficiency in Microsoft Office, and university information systems, including Banner and other institutional software applications.
• Ability to handle confidential information, exercise judgement and maintain a high level of professionalism and discretion.
• Experience providing comprehensive administrative support, including scheduling, records management, meeting coordination, meeting coordination, budget-related activities and departmental operations.

Physical

Requirements

• Ability to lift up to 25 pounds and perform a variety of physical activities, including lifting, bending, stooping, squatting, climbing stairs and walking between campus buildings.

• Job Conditions: Work is performed primarily in a standard office setting and involves frequent interaction with students, faculty, staff and visitors, as well as managing multiple priorities and interruptions in a fast-paced environment.

Who We Are:

• Home to more than 18,000 students, Lamar University is among the fastest growing Texas colleges and universities. LU is a member of The Texas State University System, which is the first higher education system of Texas and maintains the lowest average tuition and fees of any university system in Texas. With more than 120-degree options and a community that cares, Lamar students are always proud to be Cardinals. Lamar University strives to educate leaders, demonstrate excellence in student learning and career readiness, and pursue research with relevance.

• Lamar University is committed to fostering an environment of teamwork where all students, faculty, and staff can learn, work, and become a part of our community.

Benefits

• Health, dental & vision insurance

• Life insurance

• State of Texas Retirement plans

• Tuition covered at 100% for employees, spouses and/or eligible dependents

• Paid time off – vacation, sick, and holidays

• Lamar University is An Equal Opportunity Employer

• Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003.