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Admin Services Coordinator
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Position Number: 5647914
Location: El Paso, TX
Position Type: Academic Vice Presidents and Provosts

Admin Services Coordinator

Job ID: 12505
Location: El Paso, TX
Full/Part Time: Full Time
Regular/Temporary: $RegTemp

About UTEP

UTEP is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve.

The University of Texas at El Paso is America's leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 24,000 students are Hispanic, and more than half are the first in their families to go to college. UTEP offers 172 bachelor's, master's and doctoral degree programs at the only open-access, top-tier research university in America.

Position Information

Hiring Department: Office of the Provost

Posting End Date: Open until filled. This posting may close once a sufficient number of qualified applications have been received.

Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends

FLSA status: Non-Exempt

Earliest Start Date: As soon as possible.

Salary: $40,009 annually

Required Application Materials:

Resume
Cover Letter
List of three references

The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

Purpose of Position

We are seeking a highly organized and detail-oriented individual with strong communication skills and the ability to make effective decisions. The ideal candidate will be self-motivated, able to handle confidential information, and capable of adapting to shifting workloads and priorities while maintaining a professional and positive attitude. This position reports to the Director of Communications and will provide scheduling, administrative support, and event coordination for the Provost, Vice Provosts, and other academic support units. The ability to effectively manage multiple assignments and coordinate with various teams is essential for this role.

Essential Functions

Participate in and encourage an environment that promotes positive customer service and efficiency within the department.

Support front desk customer service

Answer and refer telephone calls or other inquires to ensure accurate and timely communications are facilitated

Manage complex calendars and scheduling with diplomacy and discretion

Coordinate the scheduling of meetings and conferences for the provost, vice/assistant provosts, and academic supporting units

Coordinate event logistics such as booking locations, reserving catering, and securing parking

Maintain a high degree of confidentiality on all sensitive information

Conduct clerical duties including disseminating phone calls, filing, and responding to emails promptly

Maintain organized electronic and hard copy files by utilizing the office's file and naming conventions

Manage conference room coordination and room calendar management

Assist provost, vice/assistant provost, and other academic units with travel arrangements

Reconcile departmental procurement card

Have knowledge of all Microsoft Office software and able to learn and use institutional software systems

Comply with all State and University policies

Monitor and order office supply inventory

Participate in employee training

Other duties may be assigned

Supervisory Responsibilities: This position will not have supervisory responsibilities

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications:

Education: Bachelor's degree or 4 years of equivalent work experience

and

Experience: Four years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.

Additional Information

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must frequently stand and walk. The employee must regularly sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must lift and move up to 10 pounds.

The noise level for this work environment is usually moderate.

In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

The University of Texas at El Paso is an Equal Opportunity / Affirmative Action Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, or sexual orientation and gender in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee's or prospective employee's right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at eoaa@utep.edu.

To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId=12505&PostingSeq=1