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Administrative Specialist
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Position Number: 5337649
Location: El Paso, TX
Position Type: Secretary and Administrative Assistants

Administrative Specialist

Job ID: 12052
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 President

Posting End Date: Open until filled.

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: $45,000 annually

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

Under moderate supervision and with limited latitude for the use of initiative and independent judgment, this position is responsible for performing administrative duties, ranging in complexity from general to advance for the University's Office of the President.

Essential Functions

Maintains a high degree of confidentiality on all sensitive information.
Coordinates and maintains executive(s)' travel and appointment schedule to include planning and scheduling meetings, conferences, teleconferences, and booking travel plans; exercises initiative and minimizes executive's travel time by logistically coordinating all meetings.
Coordinates programs, events, conferences, trainings, and meetings by arranging for facilities (and caterer), issuing information or invitations, coordinating speakers, and controlling event budget; arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.
Researches and gathers information needed by the executive(s) for all meetings and appointments; confers with executive(s) and other members of management to identify all reports or information needed for all appointments or meetings.
Perform reception duties/activities, which include but are not limited to meeting and greeting visitors, answering telephones, preparing the conference room for meetings, giving general information, or routing incoming calls to the appropriate personnel.
Distributes refreshments for guests during meetings when needed.
Orders and monitors inventory and office supplies, and coordinates facilities and mail service activities.
Supervises the workflow for the department administrative or clerical staff; assigns duties and prepares timecards for payroll run; supervises various office management functions, including scheduling and preparing staff departmental meetings, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities; may develop and implement methods and procedures for monitoring work activities, and recommends measures to improve methods, performance, and quality of product or service.
Provides clerical and administrative support for management and department staff, including initiating, drafting, and proofreading correspondence, preparing letters or memorandums and purchase requisitions; compiles, generates and distributes reports, as needed or requested; files correspondence and other records. Creates and maintains database and spreadsheet files.
Assists in managing the technical equipment and audio/visual for President's Office meetings and conferences in the department.
Effectively interacts with the general public and campus personnel. May serve as a human resources liaison by processing personnel action paperwork in conjunction with established organizational policies and procedures.
In executive's absence, ensures that requests for action or information are relayed to the appropriate staff member.
This position may be responsible for ensuring a timely and accurate processing of personnel action paperwork; maintains attendance reports for classified and A&P personnel; maintains personnel training files and tracks new and current personnel training; may act as custodian of university documents and records.
Processes new appointments or changes in appointments via PeopleSoft; processes payment vouchers for training or education reimbursements.
Tracks work orders and inputs employment data.
Demonstrated proficiency of all Microsoft Office software and able to learn and use institutional software systems.
Complies with all State and University policies.
Other duties may be assigned.

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.

Required Qualifications:

Education: Associate's degree or equivalent from two-year College or technical school within area of assigned responsibility

and

Experience: Five 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=12052&PostingSeq=1