Administrative Manager for the College of Science

The University of Texas at El Paso; El Paso (TX); On-site; USD 41,000 - 50,000; Full time

Benefits offered by this job

Medical benefits

Paid vacation & sick leave

Retirement programs

Job summary

The University of Texas at El Paso is seeking an experienced administrative coordinator to supervise staff and manage the efficient operation of the College of Science. The role requires initiative, discretion, and the ability to handle confidential information in a fast-paced environment.

Responsibilities include expense tracking, onboarding support, payments, and records management, with opportunities to contribute to special projects and training of clerical staff.

Qualifications

• Bachelor’s degree from a four-year college or university.
• Three years related experience to the statement of duties; or equivalent combination of education and experience.
• Preferred: Bachelor’s in accounting or finance.

Responsibilities

• Track expenses and reconcile cost centers for the Dean’s office.
• Support onboarding processes and procedures.
• Process payments, reimbursements, POs, and resolve vendor issues.
• Reconcile Pro Card and update transaction logs for each period.

Skills

Analytical skills

Communication skills

Time management

Education

Bachelor’s degree

Accounting or finance background (preferred)

Tools

PeopleSoft

Microsoft Office

Job description

Position Information

Hiring Department: College of Science

Reports To: College Administrative Officer

Job Location: Onsite, 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: exempt

Earliest Start Date: As soon as possible.

Salary: $45,680 annually

Required Application Materials

• Resume
• Cover Letter
• List of three references

Position Summary

Under general supervision, t his position has managerial responsibility for the efficient and effective operation of the administration of designated department and supervises administrative staff, with considerable latitude for the use of initiative and independent judgment.

Statement Of Duties And Responsibilities

• Responsible for tracking expenses, reconciling the cost centers, and fixing discrepancies for the Dean’s office.
• Provides support for onboarding process and procedures.
• Responsible for processing payments, reimbursements, POs, and investigates problems with vendors or purchasing agents.
• Assist with Procurement Card (Pro Card) reconciliation to verify receipts and reconcile all transactions in PeopleSoft and update the Transaction Log for each statement period.
• Support College Administrative Officer with special projects, prepare reports, among other responsibilities.
• Directs employee training to improve efficiency and ensure conformance to standard procedures and practices.
• Monitors cash advances, accounts payable, and receivables to ensure that payments are up to date.
• Analyzes and resolves work problems; implements measures to improve production methods and to motivate workers.
• Acts as liaison between department and internal or external customers.
• Reviews records to ensure completeness, accuracy, and timeliness. Continuously follow up on all transactions to ensure everything is processed in a timely manner.
• Codes data for input to financial data processing system according to University accounting procedures.
• Administers records management policies designed to facilitate effective and efficient handling of records; ensures compliance with policies, procedures, and practices for systematic retention, protection, retrieval, transfer, and disposal of records.
• Assists in the training and supervision of clerical personnel.
• Performs periodic and as needed inventory of office equipment and supplies; generates purchase orders for new equipment or arranges for surplus equipment to be removed from premises.
• Knowledge of all Microsoft Office software and able to learn and use institutional software systems.
• Maintains front-facing presence in office lobby and conference rooms to manage visitors and incoming materials.
• Ensures the office lobby, conference rooms, and kitchenette area are well kept, organized, and maintained to welcome guests and to promote a positive work environment.
• Coordinates front office functions, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities.
• Ensure accurate and timely communications (incoming calls, departmental email) are facilitated as directed.
• Maintain conference room calendar
• Maintains responsibility for general support functions to the department.
• Assists with coordination/management of event logistics
• Prepares documents and materials for meetings
• Maintains records and organizes filing and archive systems to facilitate the expeditious retrieval of information.
• Maintains a high degree of confidentiality on all sensitive information this position is privy to.
• 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. Responsibilities include interviewing, hiring, and managing consultants; interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Required Qualifications

Education: Bachelor’s degree from four year college or university within area of assigned responsibility.

and

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

Preferred Qualifications

Preferred Education: Bachelor's in accounting or finance.

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.

About The Department

Vision

The College of Science (COS) envisions itself as a dynamic community of science and mathematics faculty and students engaged in innovative research and learning with global impact, recognizing our special role as a leader in this binational community.

Mission

• To recruit, inspire, and develop a new generation of scientists and mathematicians, dedicated to the highest principles of Science, and educated in the environmental, health and economic challenges of the border region.
• To lead by example, promoting effective and self-sustaining research programs, encouraging student participation, and providing a national forum for addressing the special problems of our region.
• To work to educate all university students and the community at large, increasing the level of awareness of scientific issues, and providing a knowledge resource to citizens and government alike.

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 must frequently stand and walk. The employee must regularly sit; use hands to feel; reach with hands and arms; 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] .