Administrative Associate (Part-Time)

The University of Texas at El Paso; El Paso (TX); On-site; USD 30,888 - 37,752; Part time

Benefits offered by this job

Medical, Prescription, Life Insurance

Retirement Programs

Paid Vacation & Sick Leave

Paid Holidays

Employee Discounts & Perks

Employee Education Assistance

Job summary

The University of Texas at El Paso invites applications for a part-time Administrative Assistant in the Department of English. The position is on-site in El Paso, TX, working 20 hours per week with standard weekday hours and some flexibility in evenings or weekends.

Salary is $34,320 annually and benefits are available. Under supervision, you will provide clerical and administrative support, manage calendars and files, prepare reports, handle correspondence, coordinate meetings and travel, and

Qualifications

• Education: High school diploma or GED.
• Experience: Three years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.
• Front office experience in higher education is preferred.
• Direct administrative support to departmental leadership experience is preferred.
• Proficiency with Microsoft Office applications, databases, spreadsheets, and university administrative systems.
• Ability to exercise sound judgment and maintain confidentiality when handling sensitive information.

Responsibilities

• 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.
• Prepares memorandums, disciplinary reports, hiring requests, and purchase requisitions; and gets necessary document approvals; composes, prepares, and proofs 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 PeopleSoft 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.

Skills

Front office experience

Liaison with faculty and staff

Confidentiality

Microsoft Office

Education

High school diploma or GED

Tools

PeopleSoft

Job description

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.

Required Application Materials

• Resume
• Cover Letter
• List of three references

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

• 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 PeopleSoft 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.

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.

Preferred Qualifications

• 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.

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.

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 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 employee must regularly be able to lift and move up to 50 lbs.

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] .