Administrative Assistant III - Enrollment Management

UT Tyler; Town of Texas (WI); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Tuition reimbursement after one year

Job summary

The University of Texas Permian Basin invites applications for Administrative Assistant III in the Office of Enrollment Management. This role provides advanced administrative support, manages confidential records, and coordinates budgets, travel, and reporting for AVP and units.

The position emphasizes independent work, complex scheduling, data management, and collaboration with campus and external partners to ensure efficient operations.

Qualifications

• Associate degree and five years of progressively responsible administrative support experience, or an equivalent combination of education and directly related experience.
• Experience independently coordinating multiple administrative priorities, deadlines, or workstreams in a complex office environment.
• Experience preparing recurring or special reports and maintaining confidential records, spreadsheets, databases, or electronic tracking systems.
• Experience supporting budget, cost-center, account, purchasing, billing, travel, or financial-reconciliation activities within established procedures.
• Proficiency with Microsoft Word, Excel, Outlook, or comparable office productivity software.

Responsibilities

• Coordinate advanced administrative support for the AVP office and Enrollment Management unit, including correspondence, schedules, recurring deadlines, meeting materials, confidential records, and special administrative requests.
• Prioritize incoming correspondence and administrative work, determine appropriate follow-up within established procedures, and route matters requiring executive, policy, legal, or management action.
• Maintain professional confidentiality and exercise sound judgment when handling sensitive student, employee, financial, partnership, or institutional information.
• Maintain budget and cost-center tracking records, reconcile assigned accounts, monitor expenditures, prepare recurring budget-status reports, and route transactions or exceptions through authorized approval channels.
• Coordinate travel arrangements and required documentation for the Assistant Vice President and designated Enrollment Management leaders, including itineraries, reservations, expense support, and follow-up within University travel procedures.
• Research, compile, summarize, and analyze administrative information from multiple sources and prepare recurring, special, budget, operational, or executive-support reports for leadership review.

Skills

Administrative coordination

Confidentiality

Communication

Education

Associate degree

Tools

Microsoft Word

Excel

Outlook

Job description

The University of Texas Permian Basin's Department of Admissions welcomes applications for the position of the Administrative Assistant III

Salary Range

Essential Functions

The Administrative Assistant III provides advanced administrative support to the Office of the Assistant Vice President for Enrollment Management and the broader Enrollment Management unit. The position independently manages complex and confidential administrative work, coordinates priorities and recurring deadlines, supports assigned cost centers and budget/account activities, prepares recurring and special reports, administers travel and office resources, and assists with partnership and funding-related administrative processes. Working with a high degree of independence and initiative, the role resolves administrative problems within established authority, maintains accurate records and procedures, and coordinates follow-through with campus and external partners. Final budget allocation, procurement or contract approval, policy exceptions, partnership commitments, executive-representative authority, and personnel decisions remain with designated University leadership

Advanced Office Coordination and Confidential Support

1. Coordinate advanced administrative support for the AVP office and Enrollment Management unit, including correspondence, schedules, recurring deadlines, meeting materials, confidential records, and special administrative requests.
2. Prioritize incoming correspondence and administrative work, determine appropriate follow-up within established procedures, and route matters requiring executive, policy, legal, or management action.
3. Maintain professional confidentiality and exercise sound judgment when handling sensitive student, employee, financial, partnership, or institutional information.

Budget, Funding, Purchasing, and Travel Administration

1. Maintain budget and cost-center tracking records, reconcile assigned accounts, monitor expenditures, prepare recurring budget-status reports, and route transactions or exceptions through authorized approval channels.
2. Coordinate FAST Funding billing documentation and approved book purchasing in support of Dual Credit and partnership operations; maintain supporting records and follow established financial and program procedures.
3. Coordinate travel arrangements and required documentation for the Assistant Vice President and designated Enrollment Management leaders, including itineraries, reservations, expense support, and follow-up within University travel procedures.

Reporting, Records, and Administrative Analysis

1. Maintain databases, files, spreadsheets, and confidential records and verify information for accuracy, completeness, and established procedural requirements.
2. Research, compile, summarize, and analyze administrative information from multiple sources and prepare recurring, special, budget, operational, or executive-support reports for leadership review.
3. Prepare and edit correspondence, memoranda, agendas, forms, schedules, statistical information, and other administrative materials.

Unit Coordination, Partnerships, and Problem Resolution

1. Coordinate administrative follow-through with campus departments and external organizations in support of partnership development, meetings, information requests, and executive reporting.
2. Resolve complex administrative problems within established authority, identify feasible options, and elevate issues requiring policy interpretation, funding decisions, institutional commitments, or leadership action.
3. Provide advanced administrative support to designated Enrollment Management Directors and the Executive Director as priorities require while maintaining Assistant Vice President office responsibilities.

Procedures, Office Resources, and Continuous Improvement

1. Maintain office inventory, supplies, materials, and equipment readiness and coordinate routine purchasing, repair, or replacement follow-up through approved processes.
2. Develop and maintain administrative checklists, templates, desk procedures, recurring task calendars, and tracking tools for assigned office workflows.
3. Recommend improvements to office procedures, forms, reports, tracking tools, and recurring administrative practices that improve accuracy, timeliness, accountability, and service.

Required Qualifications

1. Associate degree and Five (5) years of progressively responsible administrative support experience, or an equivalent combination of education and directly related experience.
2. Experience independently coordinating multiple administrative priorities, deadlines, or workstreams in a complex office environment.
3. Experience preparing recurring or special reports and maintaining confidential records, spreadsheets, databases, or electronic tracking systems.
4. Experience supporting budget, cost-center, account, purchasing, billing, travel, or financial-reconciliation activities within established procedures.
5. Proficiency with Microsoft Word, Excel, Outlook, or comparable office productivity software.

Preferred Qualifications

1. Bachelor’s degree.
2. Experience in a college, university, public agency, enrollment-management, student-services, or similarly complex administrative environment.
3. Experience with PeopleSoft, university financial/travel systems, student information systems, procurement systems, or comparable administrative platforms.
4. Advanced Microsoft Excel experience, including formulas, filters, pivot tables, lookup functions, or preparation of financial/administrative reports.
5. Experience developing or maintaining standard operating procedures, process documentation, templates, or checklists.

Additional Information

Required Application Materials

1. Cover Letter
2. Résumé
3. List of References
4. Transcripts (Preferred)
5. Letters of Recommendation (Preferred)

Conditions of Employment

1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
2. Employment is subject to an introductory period to monitor employee performance.
3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record.
5. Employment is contingent upon a successful background check.
6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Schedule

Generally, the normal work hours for the university are Monday through Thursday, 7:30 - 5:30 pm; Friday, 8:00 am - 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.

Standard Working Conditions

1. Able to lift various materials up to 25 pounds on an occasional basis.
2. Able to bend, crouch, and reach continuously.
3. Physically able remain seated, frequently to continuously.
4. Able to remain standing up to 15% of the time.
5. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.
6. Standard working conditions may differ depending on department and occupation.

University Benefits

1. UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.
2. Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.
3. You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.
4. Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!
5. Our benefits package, along with an ample leave policy, make for a great total compensation package.

About the University

The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country - full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin - which every year, delivers smart, savvy leaders across the U.S.

As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas.

Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.

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