Administrative Specialist II Purchasing and General Services

Position: Administrative Specialist II for Purchasing and General Services
Position Information

Hiring Department:
Purchasing and General Services

Reports To:

Associate Vice President - Purchasing and General Services

Job Location:

On-Site, 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: $41,520 annually

Required Application Materials:

* Resume

* Cover Letter

* List of three references

Position Summary

Position Summary:

Under limited supervision, this position provides personal clerical and administrative services and assistance, of routine complexity, requiring the use of judgment and discretion on a periodic basis. Keeps official records and executes administrative policies determined by or in conjunction with other officials.

Statement of

Duties and Responsibilities:

Provides clerical and administrative support for management, including initiating, drafting, and proofreading correspondence, preparing e-mails, letters or memorandums, and processing of departmental supply and service orders; files correspondence and other records; responds to correspondence independently when possible; routes priority mail, deliveries, and messages to direct supervisor.

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 supervisors calendars and independently coordinates and schedules appointments.

Outlines and explains university procedures and policies and monitors compliance; assists with budget preparation; monthly account reconciliations; and creates and maintains database and spreadsheet files as needed.

Arranges programs, events, conferences, trainings, and meetings by coordinating meeting locations (catering as needed), 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 is responsible for processing all reimbursement requests.

Maintains department inventory and tracking system of equipment and supplies.

Responsible for oversight of the departmental credit card to include, making small dollar purchases, reconciling monthly transactions, filing any disputes as needed, maintaining all required documentation; and adhering to the university procurement card program rules.

Acts as a liaison for management by effectively interacting with internal and external customers/staff.

Acts as custodian of university documents and records.

Complies with all State and University policies.

Other duties as assigned.

Supervisory Responsibilities:

No supervisory responsibilities.

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.

Required Qualifications:

Education:

Associate's degree or equivalent from two-year college or technical school within area of assigned responsibility;

and

Experience:

Five (5) years of related experience and training or an equivalent combination of education and experience.

Preferred Qualifications

Education:

Bachelor's degree in a related field.

Why Pick UTEP

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, top-tier research university in America.

This is an especially exciting time to join UTEP as it advances the goals of its 2030 Strategic Plan. Built around the institution's core strengths-its location, its people, its supportive culture, and its community partnerships-the plan lays out a bold vision for the next decade, aimed at maximizing the University's regional impact and national stature.

About The Purchasing & General Services department

Mission

The Purchasing & General Services department is committed to supporting the University's mission by offering services to the campus community with the highest legal, ethical standards,…