Administrative Associate - College of Liberal Arts

Administrative Associate - College of Liberal Arts

Job ID: 12891
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.

About the College of Liberal Arts

The College of Liberal Arts (CoLART) is comprised of three major fields: the humanities, the social and behavioral sciences, and the fine and performing arts. CoLART is the largest college at UTEP with 23 departments and programs and over 6000 students. The college offers 34 undergraduate bachelor's programs, 24 master's degrees, and four Ph.D. programs.

Position Information

Hiring Department: College of Liberal Arts - Dean's Office

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: $34,320 annually.

Required Application Materials:

• Resume
• Cover Letter
• List of three references

Incomplete applications will not be considered.

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

Summary:Under close supervision and with minimal latitude for the use of initiative and independent judgment this position provides personal clerical and administrative services and assistance. Keeps official records and executes administrative policies determined by or in conjunction with other officials.

Essential Functions

Provides administrative support to the Office of the Dean by managing all aspects of office operations: front-desk supervision, processing of expenses and invoices, tending to walk-in guests and queries, etc.

Greets and assists Office of the Dean guests. Screens calls and responds to or routes inquiries from external or internal sources with appropriate correspondence or other messaging.

Supervises student-staff and assigns duties; reviews timecards for payroll runs. Coordinates student availability for office staffing and for college special events.

Schedules and coordinates meetings, travel, and other group activities. Manages expense reporting, invoicing, office supply inventory and needs, or other routine processes.

Prepares memorandums, reports, and purchase requisitions; and gets necessary document approvals. Composes, prepares, and proofreads confidential correspondence, reports, and other complex documents, files correspondence and other records.

Manages calendars and independently schedules appointments.

Acts as a liaison for management by effectively interacting with faculty and campus personnel.

May process personnel action paperwork in conjunction with established organizational policies and procedures.

Processes various types of requests through PeopleSoft, purchasing software, and other university systems; ensures timely payment for vouchers, purchase orders, and/or reimbursements. Tracks work orders across various campus offices (business, facilities, etc.).

Outlines and explains university procedures and policies to supervisory workers, and monitors compliance. Maintains files, internal databases, and archives of relevant records.

Arranges programs, events, trainings, and meetings by coordinating with facilities, catering, issuing information or invitations, coordinating speakers, and controlling event budget.

Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies Office of the Dean staff when requested.

Maintains a high degree of confidentiality on all sensitive information this position is privy to.

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

Complies with all State and University policies.

Performs other duties as assigned.

Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

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: High school diploma or general education degree (GED)

and

Experience: Three years related experience to the statement of duties and responsibilities

Preferred Qualifications:

Bachelor's degree and 5 years related experience related experience to the statement of duties and responsibilities in an office or university office setting.

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 50pounds.

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=12891&PostingSeq=1

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