Office Administrator

About This Role

An Office Administrator provides high-level administrative support to the Executive Director of Aviation at Texas Southern University. This role requires excellent coordination, communication, and organizational skills to manage daily operations, liaise with internal and external stakeholders, and ensure the smooth functioning of the Aviation Program's administrative processes across both TSU's main campus and its Ellington Airport facility.

Responsibilities

• Manage calendars, appointments, and reminders
• Prepare reports, correspondence, and time sheets
• Coordinate travel arrangements and reimbursements
• Answer and direct phone calls
• Serve as liaison between students, staff, and executive leadership
• Process invoices and track budget activity
• Assist with Banner data entry and scheduling of departmental classes
• Provide support for meetings, including agenda preparation and minute-taking
• Proctor and copy exams
• Coordinate textbook orders and faculty evaluations
• Process travel authorizations and vouchers
• Disseminate student communications and event notifications
• Serve as liaison between faculty and students
• Approve faculty and student worker timesheets
• Assist with student advising, complaints, and graduation packets
• Maintain departmental files, records, and student contact logs
• Oversee front desk operations and communication
• Complete workload reports and monitor department and flight training budgets
• Process requisitions and purchasing documents
• Maintain both State and Federal Budgets
• Coordinate the Title III analysis
• Conduct annual inventory and manage lab maintenance
• Order office supplies and coordinate food and logistics for meetings and conferences
• Produce brochures, flyers, and program materials
• Attend project planning meetings and university training
• Coordinate summer programs and support contract preparation
• Responsible for all travel, fuel and P-Card oversight and management
• Collaborate with departments including Budget, Accounts Payable, Purchasing, Human Resources, Registrar, Financial Aid, and the Provost's Office
• Deliver and receive documents as needed between departments
• Supervise undergraduate student workers and interns
• Train student employees and assign tasks
• Approve time sheets for student workers
• Chaperone students to outside conventions and conferences as required
• Perform other job-related duties as assigned by the Executive Director