Administrative Associate (Part-Time

Position Information

Hiring Department
:
Department of English

Reports To
:
Department Chair

Job Location
:
On-site;
El Paso, TX

Posting End Date
:
Open until filled. This posting may close once a sufficient number of qualified applications have been received.

Hours
: 20 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
: $34,320 annually.

• Resume
• Cover Letter
• List of three references

Under close supervision and with minimal latitude for the use of initiative and independent judgment this position provides personal clerical and administrative services and assistance. Keeps official records and executes administrative policies determined by or in conjunction with other officials.

• Provides administrative support to an individual, team, department or group in an organization.
• Prepares and distributes reports or other communications on a regular schedule.
• Maintains files, databases, and archives of relevant records.
• Screens calls and responds to or routes routine inquiries from external or internal sources with appropriate correspondence or other messaging.
• Schedules and coordinates meetings, travel, and other group activities. May manage expense reporting, invoicing, office supply inventory, or other routine processes
• Prepares memorandums, disciplinary reports, hiring requests, and purchase requisitions; and gets necessary document approvals; composes, prepares, and proofreads confidential correspondence, reports, and other complex documents; files correspondence and other records.
• Manages calendars and independently schedules appointments.
• Acts as a liaison for management by effectively interacting with faculty and campus personnel.
• May process personnel action paperwork in conjunction with established organizational policies and procedures.
• Ensures a timely and accurate processing of personnel action paperwork; maintains attendance reports for classified and Administrative and Professional personnel; maintains personnel training files and tracks new and current personnel training; acts as custodian of university documents and records.
• Processes new appointments or changes in appointments via People Soft system; processes payment vouchers for training or education reimbursements.
• Tracks work orders and inputs employment data; tracks and ensures employment evaluations satisfy deadlines.
• Outlines and explains university procedures and policies to supervisory workers, and monitors compliance; assists with budget preparation; creates and maintains database and spreadsheet files.
• Arranges programs, events, conferences, trainings, and meetings by arranging for facilities (and caterer), 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 accompanies supervisor when requested.
• Oversees temporary and hourly employees or other administrative staff and assigns duties; prepares timecards for payroll runs.
• Maintains a high degree of confidentiality on all sensitive information this position is privy to.
• Greets and assists visitors.
• 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
  :
  High school diploma or general education degree (GED)
• Experience
  :
  Three years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.

• Experience working in a front office in higher education.
• Experience providing direct administrative support to departmental leadership, including the Department Chair and Department Program Manager.
• Experience supporting faculty affairs and serving as a liaison among faculty, staff, students, and university offices.
• Proficiency with Microsoft Office applications, databases, spreadsheets, and university administrative systems.
• Ability to exercise sound judgment and maintain confidentiality when handling sensitive personnel, student, and departmental information.
• Strong organizational skills, attention to detail, and the ability to work independently in a fast-paced academic environment.

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.

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