Administrative Assistant III, Admin Services

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.

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.

Demonstrates a commitment to maintaining a welcoming and safe environment for all.