Hallmark University
Administrative Assistant
San Antonio, Texas•Full-time
$31,000 - $41,000 annually
$31,000 - $41,000 annually
About the Job
JOB DESCRIPTION:
Position Title: Administrative Assistant
Department: Student Support Services
Location: Main Campus
Full/Part time: Full Time
Organizational relationships:
Reports to: Director of Student Affairs
Supervises: None
SUMMARY OF THE JOB:
The Student Support Services (SSS) Administrative Assistant provides high-level administrative and operational support to the departments within SSS, which include the Office of the Registrar, Student Affairs, and Career Services and Industry Relations, and Institutional Character and Ethics. This role is essential to streamlining interdepartmental processes, enhancing student support initiatives, and maintaining compliance with TSA security
regulations for the College of Aeronautics. In addition, the Administrative Assistant serves as a liaison for university events and coordinates regular administrative functions assigned by department directors.
ESSENTIAL FUNCTIONS:
Administrative & Student Support:
Position Title: Administrative Assistant
Department: Student Support Services
Location: Main Campus
Full/Part time: Full Time
Organizational relationships:
Reports to: Director of Student Affairs
Supervises: None
SUMMARY OF THE JOB:
The Student Support Services (SSS) Administrative Assistant provides high-level administrative and operational support to the departments within SSS, which include the Office of the Registrar, Student Affairs, and Career Services and Industry Relations, and Institutional Character and Ethics. This role is essential to streamlining interdepartmental processes, enhancing student support initiatives, and maintaining compliance with TSA security
regulations for the College of Aeronautics. In addition, the Administrative Assistant serves as a liaison for university events and coordinates regular administrative functions assigned by department directors.
ESSENTIAL FUNCTIONS:
Administrative & Student Support:
- Provide direct administrative support to all SSS departments, including updating job postings and employer data in Handshake, assisting with enrollment verifications, and reporting unposted daily attendance.
- Perform weekly and end-of-term updates related to student status changes, including withdrawals and graduations, to support badge access management.
- Navigate student databases, learning management systems (LMS), and other platforms to update student information, record advising notes, and respond to student inquiries.
- Assist students—on campus and online—with accessing and understanding academic records, schedules, and key university services.
TSA Security Management – College of Aeronautics:
- Serve as the primary point of contact and compliance manager for TSA and airportrelated security functions at the aviation campus.
- Manage access control for students, employees, and visitors in accordance with TSA and airport guidelines.
- Attend TSA/airport audit meetings and serve as liaison for all audit-related communications and documentation.
- Coordinate with the San Antonio Badge and ID Office on missed appointments, disqualified applications, background clearance issues, and general badge processing.
- Approve or reject badge applications and issue voucher documentation; travel to the badging office as needed.
University Event Support:
- Assist with the planning, coordination, and execution of university-wide events, including graduations, new student orientations, student life events, and other leadership-driven activities.
- Coordinate event logistics, including procurement support, billing/invoicing, and reservation tracking through the appropriate University departments.
- Support event setup, breakdown, and post-event cleanup to maintain organized, welcoming event spaces.
- Participate in student engagement efforts through on- and off-campus activities to help foster a sense of community.
- Additional duties as assigned.
PROFESSIONAL/PUBLIC ACTIVITES:
- Engage in ongoing professional development and training to maintain and enhance jobrelated skills.
- Mandatory participation in the Hallmark Character Program to model and promote university core values.
KNOWLEDGE/ SKILLS/ABILITIES:
- Strong organizational and customer service skills with a high level of attention to detail.
- Professional demeanor with the ability to work both independently and collaboratively.
- Familiarity with FERPA guidelines and confidentiality practices in a higher education setting.
- Understanding of university systems, policies, and procedures, or the ability to quickly learn them.
- Ability to manage multiple tasks efficiently in a fast-paced environment.
- Effective verbal and written communication and problem-solving skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
QUALIFICATIONS AND EXPERIENCE
REQUIRED:
- High School Diploma or GED.
- Minimum of one year of experience in an educational institution.
- Proficient in Microsoft Word and Excel.
- Reliable transportation to support travel between campuses and event sites.
- Must successfully pass a comprehensive background check.
PREFERRED:
- Associate degree from an accredited college or university.
- One or more years of experience in higher education.
PREPARED BY: Director of Student Affairs
APPROVED BY: VP OF STUDENT SUPPORT SERVICES
APPROVED BY: VP OF STUDENT SUPPORT SERVICES
About Hallmark University
Hallmark University is a nonprofit university offering degrees in Aviation Maintenance, Information Technology, Cyber Security, Business, and Nursing.