Administrative Specialist II 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

• Resume
• Cover Letter
• List of three references

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.

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.

No supervisory responsibilities.

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:

Associate’s degree or equivalent from two‑year college or technical school within area of assigned responsibility.

Experience:

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

Education:

Bachelor’s degree in a related field.

• Benefit Package includes:
  Medical, Prescription, Life Insurance and Wellness platform
• Voluntary Benefits:
  Dental, Vision, Additional life insurance, UT Flex, Short and Long‑term disability plans
• Retirement Programs
• Longevity Pay
• Paid Vacation & Sick Leave
• Paid Holidays
• Employee Discounts & Perks
• Employee Education Assistance program

• And much more! Visit our Benefits Summary Page for more information on our additional benefits.

Disclaimer:
Eligibility for perks and benefits may vary…