Administrative Specialist

Position Information

Hiring Department
:
Purchasing and General Services

Reports To: Associate Vice President for Purchasing

Job Location: El Paso, Texas

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.

FLSA status: Non-exempt

Earliest

Start Date:

As soon as possible.

Salary
: $37,750.00 Annually

• Resume
• Cover Letter
• List of three references

Under moderate 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. Keeps official corporation records and executes administrative policies determined by or in conjunction with other officials.

• Provides administrative support for management and department staff, including preparing letters or memorandums, and purchase requisitions; compiles, generates and distributes reports or other information requests, as needed or requested; files correspondence and other records; responds to correspondence independently when possible; routes priority mail to supervisor.
• Acts as a liaison for management by effectively interacting with internal and external customers/staff.
• Acts as custodian of university documents and records.
• May perform the reception activities, which include meeting and greeting visitors or customers, answering telephones, giving general information, or routing incoming calls to the appropriate personnel. May assist others who are tasked with placing outgoing calls to support management or department personnel.
• Maintains a high degree of confidentiality on all sensitive information this position is privy to; manages supervisor calendars and independently schedules appointments; assists in initiating documentation for new hires, reappointments, and position changes.
• Arranges department programs or events, by arranging for facilities (and caterer), issuing information or invitations, and coordinating speakers.
• Maintains inventory and tracking system of equipment and supplies. Processes departmental requisitions for equipment and supplies as requested.
• Coordinates department travel by handling conference registrations, travel authorizations, booking of airfare and hotel, and employee reimbursements.
• Manages the monthly reconciliation of accounts and maintains all backup documentation for the statement of accounts.
• 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.

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

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.

• Education: Associate's degree or equivalent from two-year college or technical school within area of assigned responsibility.
• Experience: Four years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.

Experience in an office setting (particularly a higher education setting) as well as experience in data collection and reporting.

The University of Texas at El Paso (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.

UTEP 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 26,000 students are Hispanic, and half are the first in their families to go to college. UTEP offers 170 bachelor’s, master’s and doctoral degree programs at the only open-access,…