Administrative Associate for College of Business

The University of Texas at El Paso; El Paso (TX); On-site; USD 31,000 - 38,000; Full time

Benefits offered by this job

Health benefits

Dental & Vision

Retirement plan

Vacation & Sick Leave

Holidays

Employee discounts

Education assistance

Job summary

The University of Texas at El Paso invites applications for an Administrative Associate in the Hunt College of Business Advising office in El Paso, TX. On-site role supporting undergraduate advising, coordinating daily operations, and serving as primary liaison.

Requires high school diploma and at least three years of related experience. Proficiency in Microsoft Office, strong communication, organization, and discretion. Flexible hours including evenings/weekends may be needed.

Qualifications

• High school diploma required; three years related experience or equivalent.
• Excellent verbal and written communication skills; proficiency in Microsoft Office Suite and familiarity with office equipment.

Responsibilities

• Provides clerical and administrative support for management and department staff.
• Prepares letters or memorandums and purchase requisitions; generates and distributes reports; files correspondence and records.
• Manages internal and external communications, schedules staff meetings, and coordinates facilities and mail services.
• Schedules student appointments for advisors and verifies required coursework/advising modules.
• Maintains confidentiality of sensitive information; manages calendars and schedules appointments.
• Maintains filing and archival systems for expeditious information retrieval; enforces university procedures and policies.

Skills

Verbal communication

Written communication

Microsoft Office

Organizational skills

Time management

Prioritization

Interpersonal skills

Discretion & integrity

Bilingual English/Spanish

Education

High school diploma

Tools

Microsoft Office Suite

Job description

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

Required Application Materials

• Resume
• Cover Letter
• List of three references

Position Summary

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.

Statement Of Duties And Responsibilities

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.

Supervisory Responsibilities

No supervisory responsibilities.

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

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

Applicants Must Demonstrate

• 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 independently in a fast-paced environment.
• Strong interpersonal skills, capable of working effectively across diverse teams and with external partners.
• Discretion and integrity in handling sensitive and confidential information.

Preferred Qualifications

Bilingual in English and Spanish.

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.

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.

The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents’ performance objectives as outlined by the incumbents’ immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code

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 occasionally required to stand; walk; sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must occasionally lift and move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

The noise level for this work environment is usually moderate.

This is a fully on-site position. Because of the nature of the role, which includes in-person customer service, remote or hybrid work arrangements are not available for this position.

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 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] .