Administrative Associate for Account and Information Systems

The University of Texas at El Paso; El Paso (TX); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Medical, Prescription, Life Insurance

Wellness platform

Retirement Programs

Longevity Pay

Paid Vacation

Paid Holidays

Employee Discounts

Employee Education Assistance

Job summary

The University of Texas at El Paso is seeking an Administrative Support and Customer Service professional for the Woody L. Hunt College of Business - Account & Information Systems. This role provides essential clerical support to the Department Chair and supports calendars, meetings, and travel arrangements.

Under supervision, you will manage records, prepare confidential communications, and coordinate with faculty and campus offices. Flexibility for evenings/weekends may be required.

Qualifications

• High school diploma or GED is required.
• Three years related experience or equivalent combination of education and experience.
• Ability to manage calendars, meetings, and travel; maintain records and prepare communications.

Responsibilities

• Provide comprehensive administrative support to the Department Chair.
• Manage departmental calendars, meetings, deadlines, correspondence, and administrative activities.
• Perform reception duties, answer phones, route calls, and assist visitors.
• Prepare and distribute reports and communications; maintain files and databases.
• Schedule travel, coordinate meetings, and manage expense reporting and supplies.
• Oversee temporary/hourly staff and supervise payroll-related timecards.
• Assist faculty with travel authorizations, funding information, and reimbursements.

Skills

Administrative support

Customer service

Calendar management

Travel coordination

Records management

Education

High school diploma or GED

Job description

Position Information

Hiring Department: Woody L. Hunt College of Business - Account & Information Systems

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: 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: Commensurate with experience.

Required Application Materials

• Resume
• Cover Letter
• List of three references

Incomplete applications will not be considered

Position Summary

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

Statement Of Duties And Responsibilities

Administrative Support and Customer Service- (50%)

Provide comprehensive administrative support to the Department Chair and serve as the primary administrative resource for the department.

Manage departmental calendars, meetings, deadlines, correspondence, and administrative activities.

Perform reception activities, which include meeting and greeting visitors or customers, answering telephones, giving general information, or routing incoming calls to the appropriate personnel. May supervise others who are tasked with placing outgoing calls to support management or department personnel.

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

Monitor departmental deadlines and follow up with faculty and staff to ensure timely completion of required actions.

Prepares memorandums, purchase requisitions, purchase orders, inventory and supplies management, and gets necessary document approvals; composes, prepares, and proofreads confidential correspondence, reports, and other complex documents; files correspondence and other records.

Tracks work orders and inputs employment data; tracks and ensures employment evaluations satisfy deadlines.

Oversees temporary hourly employees and/or monthly student employees and assigns duties; provide training, prepares timecards for payroll runs.

Assist faculty with travel authorizations, travel arrangements, funding information, and reimbursement documentation.

Collect appropriate documentation and submit requests to the College Business Center for processing.

Course Scheduling & Academic Coordination (35%)

Provide primary administrative support to the Department Chair in the development, preparation, and maintenance of the department's course schedule each semester.

Assist the Chair in coordinating course offerings, sections, meeting days and times, instructional modalities, and classroom requirements.

Acts as a liaison for management by effectively interacting with faculty and campus personnel. May serve as liaison with the Registrar’s Office, Student Affairs Office and other University Offices.

Assist the Chair with collecting and organizing information related to faculty teaching assignments and instructional workload.

Maintain historical scheduling information and departmental records to support future semester planning.

Support other academic scheduling and instructional planning activities as assigned by the Department Chair.

Event Planning & Coordination (15%)

Arranges programs, events, conferences, faculty candidate visits, guest speakers, trainings, student events 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.

Coordinate rooms, catering, parking, technology, visitor access, and logistical arrangements.

Prepare and distribute departmental announcements and communications.

Maintain departmental calendars, distribution lists, webpages, and other communication resources as assigned.

Complies with all State and University policies.

Other duties may be assigned.

Supervisory Responsibilities

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

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.

Required Qualifications

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.

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.

What UTEP Offers

Miner Perks and Benefits

• 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 based on part-time or full-time employment.

Additional Information

Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.

• 51.215, which authorizes the employer to obtain criminal history record information. A valid driver’s license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to feel; and reach with hands and arms. The employee is occasionally required to stand; walk; and talk or hear.

The noise level for this work environment is usually moderate.

In keeping with its access, excellence, and impact mission, The University of Texas at El Paso is committed to a learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

The University of Texas at El Paso is an Equal Opportunity Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, sexual orientation, or gender identity in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee’s or prospective employee’s right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972. Inquiries—including the filing of a Formal Complaint or reporting an incident—about the application of Title IX may be referred to the Title IX Coordinator, who can be reached by phone at [phone], by email at [e-mail] , or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 223C.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at [e-mail] .