Administrative Assistant III-Provost/VP of Academic Affairs

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Salary: $19.30 – $23.83 Hourly

Location: Laredo, TX 78040

Job Type: Full Time

Job Number: 00469

Division: Academic Affairs

Department: Office of the Provost/Vice President of Academic Affairs

Opening Date: 09/01/2023

Closing Date: 9/15/2023 11:59 PM Central

Pay Grade: 208

Duties and Responsibilities

Essential Duties and Responsibilities

The Administrative Assistant reports directly to the Provost / Vice-President of Academic Affairs. The Administrative Assistant is responsible for job duties associated with the operation of the respective office. Relieves the Provost / Vice-President of Academic Affairs by managing the office’s day-to-day operations to allow the Provost / VP to provide leadership and direction to personnel, faculty, and students. Required to use initiative and independent judgment in making decisions in accordance with established policies and procedures. The individual may be asked to work outside normal business hours when necessary to complete reports and time-sensitive paperwork.

Characteristic Duties and Responsibilities

  1. Assists the Provost / VP of Academic Affairs in their efforts to provide planning, leadership, and direction.

  2. Assists with integrating and implementing instructional strategic plans, goals, and objectives.

  3. Reviews, monitors, and processes Instructional Division expenditures and assists with developing the annual budget.

  4. Assists in ensuring that college policies and procedures are communicated to and adhered to by division personnel.

  5. Facilitates communication with the President, Vice-Presidents, Deans, Department Chairs, and Directors.

  6. Assists in maintaining appropriate record-keeping processes within the division for reporting purposes related to institutional performance measures.

  7. Assists in implementing instructional guidelines and procedures that are consistent with college policies and procedures.

  8. Provides an environment in instruction that focuses on customer service, feedback, and continuous improvement.

  9. Processes and ensures all departmental forms are accurate, complete, and accompanied by appropriate required documentation.

  10. Assists in budget development, monitoring supply inventory, and creating and assessing institutional effectiveness measures in all instructional program areas.

  11. Collects and prepares information or materials requested by the Provost / VP of Academic Affairs.

  12. Prepares memoranda from rough drafts; much of the material is confidential.

  13. Performs general office and clerical responsibilities for the Provost / VP of Academics Affairs’ office, including making requisitions, answering the telephone and taking messages, scheduling appointments, greeting office visitors, and answering questions on general information regarding the College and the office.

  14. Maintains confidential files and records of students, faculty, and staff.

  15. Assists the Provost / VP of Academics Affairs with organizing meetings and coordinating division functions.

  16. Makes travel arrangements and prepares materials needed by the Provost / VP of Academics Affairs for conferences.

  17. Compiles information and prepares state or federal reports (CBM008 Faculty Report for fall and spring semesters) as required by the Provost / VP of Academics Affairs’ Office.

  18. Assists in processing full-time and part-time faculty recruitment, selection, and evaluation.

  19. Assists in reviewing and processing curriculum revisions to be submitted to the Office of the Registrar for approval and submission to the Texas Higher Education Coordinating Board.

  20. Assists with reviewing each respective department’s webpage and catalog changes for the Provost / VP of Academics Affairs.

  21. Performs other related duties the Provost/Vice-President of Academic Affairs and the Associate Director of Project Management assign.


NOTICE: Required Documents

To be considered for this position, you are required to upload your unofficial transcript(s). If recommended for this position an official transcript(s) will be required. In addition, if a license or certificate is required for this position, upload proof of your current license/certificate.



Knowledge, Skills and Abilities

  • Ability to type 60 wpm with high accuracy; proficient in clerical skills and knowledge of office machines.

  • Proficient in using microcomputer applications; Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.

  • The Administrative Assistant should have advanced word-processing skills and be able to use advanced word-processing techniques to prepare quality documents.

  • The use of microcomputer databases and spreadsheet application programs is required.

  • The Administrative Assistant must reflect appropriate office and telephone etiquette procedures and should be articulate in Spanish and English.

  • In addition, this individual must have a cooperative attitude, resourceful, and be a self-starter.

  • They must be able to communicate effectively with students, campus visitors, and college staff.

  • The Administrative Assistant is responsible for maintaining office equipment, efficient work area, and accurate records.

  • This individual must possess effective office and time management skills.

Additional Information

Supervision Exercised


Supervision Received

Provost/Vice President of Academic Affairs and Associate Director of Project Management

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit.

The employee is occasionally required to stand, walk, stoop, kneel, or crouch.

The employee must occasionally lift and/or move items weighing up to 50 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

Work is performed in a standard office environment.

Work inside a well-lighted and air-conditioned area most of the time.

The noise level in the work environment is usually quiet to moderate.


Required to work safely and follow safety rules.

Report unsafe working conditions and behavior.

Take reasonable and prudent actions to prevent others from engaging in unsafe practices.

Special Conditions

Immediate supervisor may assign other duties.

May be required to work outside regular working hours, as needed.

May be required to work at a different college work site or campus as needed.

EEO Statement

In compliance with Title VI of the Civil Rights Act of 1964, Executive Order 11246 and Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, Laredo College is open to all persons regardless of race, color, religion, sex, age, marital status, disability, or national origin who are otherwise eligible for admission as students. Furthermore, Laredo College is an Equal Opportunity Employer and no applicant or employee will be discriminated against because of race, color, religion, sex, age, marital status, disability or national origin. This institution will not enter knowingly into any contractual agreement for services or supplies with any firm failing to follow fair employment practices.

Foreign Degrees

Foreign degrees require an evaluation for United States equivalency from an approved stated education agency or having membership with the National Association of Credential Evaluation Services (NACES). Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying. For your convenience, we have provided the following links to assist you in complying with this requirement. However, you may use any other certified transcript evaluation service.


The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. LC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by LC as its discretion to enable individuals with disabilities to perform the essential functions.

Laredo College is an Equal Employment Opportunity/Affirmative Action Employer and complies with the Americans with Disabilities Act.

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