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Administrative Specialist II
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Position Number: 5928899
Location: El Paso, TX
Position Type: Secretary and Administrative Assistants

Administrative Specialist II

Job ID: 13003
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: Diana Natalicio Institute for Hispanic Student Success

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: Commensurate with experience and education.

Required Application Materials:

Resume

Cover Letter and List of three references strongly encouraged

Note: This position is Grant Funded and subject to availability of funds.

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 limited supervision, this position provides personal clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis. Responsible for the administration and supervision of the department's administrative activities.

Essential Functions

Provides a high degree of support for the Diana Natalicio Institute's executive director with scheduling, travel support, and coordination with external entities for the processing of transactional activities (external reimbursements, registrations, form completions, and itinerary updates), in addition to maintaining professional accounts and documents. The ideal candidate has experience in executive assistant functions with high caliber of communication skills, quick and responsive, and able to accommodate to multiple leadership styles. Ideal candidates will also demonstrate enthusiasm for contributing to a dynamic team and for helping provide excellent service and support to the team and guests.

Main functions:

Maintains responsibility for general secretarial support functions to the department.
Maintains records and organizes filing and archive systems to facilitate the expeditious retrieval of information.
Coordinates 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.
Ensure accurate and timely communications are facilitated as directed.
Prepares documents and materials for meetings
Maintains front-facing presence in office lobby to manage visitors and incoming materials.
Ensures the office space is well kept, organized, and maintained to welcome guests and to promote a positive work environment.

Additional expectations:

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

Other potential duties:

Coordinates the workflow for the department administrative or clerical staff.
Interprets company policies to workers and enforces safety regulations.
Participates in employee trainings.

Supervisory Responsibilities: May have supervisory responsibilities of students

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: 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.

Education: Bachelor's degree from four-year college or university within area of assigned responsibility.

and

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

Candidate experience and skills:

Experience with UTEP travel policies and procedures
Knowledgeable of UTEP offices and functions (payroll, accounting, purchasing, IT).
PeopleSoft management systems
Extensive experience in scheduling and calendar management
Excellent communication skills
Critical thinker and able to interpret procedures and policies
Able to work synchronously and asynchronously
High level of attention to detail
High quality of document management, filing and preparation (professional presentation of materials)
Basic academic editorial knowledge, particularly for professional documents and presentations
Works collaboratively with others and engages the use of resources as needed

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=13003&PostingSeq=1