Job details

Assistant, Senior Administrative

Position Number: 6766251
Location: Austin, TX
Position Type: Secretary and Administrative Assistants

Assistant, Senior Administrative

Austin Community College

Job Posting Closing Times: Job postings are removed from advertising at 12:00 A.M. on the closing date e.g., at midnight on the day before the closing date.

Austin Community College employees are required to maintain a domicile in the State of Texas while working for the college and throughout the duration of employment. - AR 4.0300.01

If you are a current Austin Community College employee, please click this link to apply through your Workday account.

Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester. We embrace our identity as a community college, as reflected in our mission statement. We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.

As a community college committed to our mission, we seek to recruit and retain a workforce that:

Values intellectual curiosity and innovative teaching
Is attracted by the college's mission to promote equitable access to educational opportunities
Cares about student success and collaborates on strategies to facilitate success for populations including; first generation college students, low-income students, and students from underserved communities.
Focused on student academic achievement and postgraduate outcomes
Welcomes difference and models respectful interaction with others
Engages with the community both within and outside of ACC

Job Posting Title:
Assistant, Senior Administrative

Job Description Summary:
To oversee and track budgets, departmental purchases, financial records, project and equipment expenditures, for Facilities Maintenance and Operations. Serves as the liaison between Facilities Maintenance and Operations and ACC Business Services (Purchasing, Accounting, Budget, Accounts Payable, Accounts Receivable).

Job Description:

Description of Duties and Tasks

1) Manages the requisitioning process of goods and services, taking into consideration cost, lead times, competitive bidding requirements, and existing contracts and cooperative price agreements. Consults with vendors to clarify purchasing requests and refines specifications and proposals to align with departmental needs.
2) Coordinates the development, tracking, and maintenance of departmental operating, FIB, and project budgets.
3) Collaborates with the Facilities Maintenance and Operations on writing and reviewing specifications, contracts, amendments, and related documents, and evaluation of bids, quotes, estimates, and proposals for goods and services. Verifies funding availability.
4) Reviews, processes, and approves invoices, applications for payment; monitors payment processing with Accounts Payable to ensure timely processing of vendor payments.
5) Analyzes, identifies, mitigates, resolves, or escalates potential and actual problems with expense issues. Identifies and solves problems with transactions, budgets, and payments. Coordinates with appropriate staff to resolve issues related to expenditures and budget items.
6) Develops and implements reliable methods and processes, ensuring transactions are properly validated, approved, and documented. Ensures accurate and complete data is entered into transaction application systems. Audits transactions for accuracy and compliance. Creates and maintains a checks and balances system to be used for reconciling budgets and accounts.
7) Acts as liaison between Facilities Maintenance and Operations and Business Services to renew ongoing contracts, and ensures that goods and services are acquired in accordance with laws, policies, and contractual obligations.
8) Approves expenditures based on the Facilities Maintenance and Operations authority matrix.
9) Evaluates business processes and suggests and implements improvements. Establishes and documents processes that support the continuous improvement of sound business practices. Interprets historical, current, and projected data to identify problems, causes, and areas for which solutions or changes are needed.
10) Coordinates the business technology system integration for Facilities Maintenance and Operations.
11) Expedites the processing of documents or other items requiring action, assesses and works with staff and vendors to resolve issues and complete tasks. Acts as a point of contact to facilitate the flow of data and information to and from internal and external business partners.
12) Performs complex computer activities, including word processing, data processing, budget and financial spreadsheets, and reporting. Compiles data and reports, creates reliable and reviewable audit trails. Prepares and presents clear and concise budget, account, and expense reports.
13) Ensures all accounts, funding requests, and budget transfers are appropriate and properly validated, approved, and documented.
14) Trains staff, as needed, regarding purchasing, business, budget, and expense processes, and the fiscal year budget transition.

Knowledge

* Correct English usage, grammar, spelling, punctuation, and vocabulary.
* Principles and methods of budget preparation and expenditure control.
* Records retention, preservation, and recording.
* Office management processes and procedures.

* Accounting and budgetary theory, principles, and practices.
* Budget account verification and tracking.
* Facilities maintenance, operations, and procurement processes.
* State of Texas laws regarding purchasing and contracts for Public Institutions.
* Data collection, verification, and compilation methods, including basic query methods and database management.
* Bid and purchasing procedures, equipment and services specification writing, and expense control.

Skills

* Maintaining an established work schedule, including some evenings and weekends.
* Effectively using interpersonal and communications skills, including tact and diplomacy.
* Effectively using organizational and planning skills, including the use of attention to detail and follow-through.
* Compiling and organizing complex material, and summarizing discussions and actions taken in report form.
* Reviewing and preparing narrative and statistical reports and records.
* Interpreting and applying rules, regulations, policies, and procedures.
* Maintaining confidentiality of work-related information and materials.
* Establishing and maintaining effective working relationships.
* Effective customer-orientation when working with a multicultural population.

* Handling multiple projects, meeting deadlines, and working with exacting accuracy.

Technology Skills

* Use a variety of spreadsheet, word processing, database, and presentation software, including Word, Excel, and PowerPoint.
* May use social media, work with desktop publishing, and update webpages.

Required Work Experience

* Three years related work experience.

Required Education

* Associate degree.

Four years of related work experience may substitute for this education requirement. Applicants who substitute work experience to meet the education requirement must use additional related work experience to meet the years of "Required Work Experience" for this position. Please note that the college reserves the right to amend these terms of substitution at any time.

Physical Requirements

* Work is performed in a standard office or similar environment.
* Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.
* Occasional lifting of objects up to 10 pounds.

Safety

*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.

Salary Range

$47,908 - $59,885

Number of Openings:
1

Job Posting Close Date:
December 18, 2025

Clery Act

As required by the US Department of Education, employees are required to report violations under Title IX and, under the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting.

Disclaimer

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 an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC 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 ACC at its discretion to enable individuals with disabilities to perform essential functions of the job.

To apply, please visit: https://austincc.wd1.myworkdayjobs.com/en-US/External/job/Highland-Campus/Assistant--Senior-Administrative_R-8684-1