Administrative Manager for COS

Position Information

Hiring Department:
College of Science

Reports To:

College Administrative Officer

Job Location:

Onsite, El Paso, TX

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: exempt

Earliest

Start Date:

As soon as possible.

Salary: $45,680 annually

Required Application Materials:

* Resume

* Cover Letter

* List of three references

Note:

This is a full time, temporary contingent upon availability of funds position with a possibility of extension and is eligible for full benefits, including medical, dental, and vision. Funded from July 1,2026
- Sept 1, 2026.

Position Summary

Under general supervision, this position has managerial responsibility for the efficient and effective operation of the administration of designated department and supervises administrative staff, with considerable latitude for the use of initiative and independent judgment.

Statement of

Duties and Responsibilities:

Responsible for tracking expenses, reconciling the cost centers, and fixing discrepancies for the Dean's office.

Provides support for onboarding process and procedures.

Responsible for processing payments, reimbursements, POs, and investigates problems with vendors or purchasing agents.

Assist with Procurement Card (Pro Card) reconciliation to verify receipts and reconcile all transactions in People Soft and update the Transaction Log for each statement period.

Support College Administrative Officer with special projects, prepare reports, among other responsibilities.

Directs employee training to improve efficiency and ensure conformance to standard procedures and practices.

Monitors cash advances, accounts payable, and receivables to ensure that payments are up to date.

Analyzes and resolves work problems; implements measures to improve production methods and to motivate workers.

Acts as liaison between department and internal or external customers.

Reviews records to ensure completeness, accuracy, and timeliness. Continuously follow up on all transactions to ensure everything is processed in a timely manner.

Codes data for input to financial data processing system according to University accounting procedures.

Administers records management policies designed to facilitate effective and efficient handling of records; ensures compliance with policies, procedures, and practices for systematic retention, protection, retrieval, transfer, and disposal of records.

Assists in the training and supervision of clerical personnel.

Performs periodic and as needed inventory of office equipment and supplies; generates purchase orders for new equipment or arranges for surplus equipment to be removed from premises.

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

Maintains front-facing presence in office lobby and conference rooms to manage visitors and incoming materials.

Ensures the office lobby, conference rooms, and kitchenette area are well kept, organized, and maintained to welcome guests and to promote a positive work environment.

Coordinates front office functions, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities.

Ensure accurate and timely communications (incoming calls, departmental email) are facilitated as directed.

Maintain conference room calendar

Maintains responsibility for general support functions to the department.

Assists with coordination/management of event logistics

Prepares documents and materials for meetings

Maintains records and organizes filing and archive systems to facilitate the expeditious retrieval of information.

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

Complies with all State and University policies.

Other duties may be assigned.

Supervisory Responsibilities:

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and managing consultants; interviewing,…