Administrative Associate College of Business

Position Information

Hiring Department:
Hunt College of Business Advising

Reports To:

Director of Undergraduate Programs

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:

40 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 limited supervision, this position provides high-level administrative, organizational, and operational support to the Undergraduate Advising Office. The role ensures seamless coordination of daily activities, effective communication between internal and external stakeholders, and efficient management of resources to enable the departments’ success. The Administrative Associate is the central point of contact for various office operations and acts as a liaison between leadership and other departments.

Provides clerical and administrative support for management and department staff, including initiating, drafting, and proofreading correspondence, preparing letters or memorandums, and purchase requisitions; compiles, generates and distributes reports, as needed or requested; files correspondence and other records; responds to correspondence independently when possible; routes priority mail to supervisor.

Maintains responsibility for general administrative support functions to the department to ensure efficient utilization of time and departmental productivity.

Coordinates various office management functions, including managing internal and external communication; scheduling and preparing departmental staff meetings and coordinating facilities and mail service activities; scheduling student appointments for advisors verifying prior completion of key courses and advising modules. Processes graduation advising forms, assists in verification of completion of requirements, and coordinates with advisors. Supports student orientation activities. Maintains inventory and tracking system of equipment and supplies;

requisitions equipment and supplies as needed or requested. Manages the disposal of records and inactive records storage process.

Coordinates and implements methods and procedures for monitoring work activities and recommends measures to improve methods, performance, and quality of service.

Maintains an environment that promotes efficiency within the department. Maintains student records and organizes filing and archive systems to facilitate the expeditious retrieval of information.

Performs reception activities, which include meeting and greeting visitors or customers, answering telephones, giving general advising information to students, or routing incoming calls to the appropriate personnel.

Maintains a high degree of confidentiality on all sensitive information this position is privy to; manages supervisor calendars and independently schedules appointments.

Outlines and explains university procedures and policies and monitors compliance; maintains accounting records to show receipts and expenditures; creates and maintains database and spreadsheet files. Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

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.

Must be available to work extended hours and weekends as needed.

Other duties may be 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.

Education:

High school diploma

Experience:

Three years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience

• Exceptional verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.
• Excellent organizational and time-management abilities with attention to detail.
• Ability to prioritize tasks and work…