Administrative Specialist II for Student Scholar Support

The University of Texas at El Paso; El Paso (TX); On-site; USD 35,000 - 48,000; Full time

Benefits offered by this job

Medical, Prescription, Life Insurance

Dental & Vision

Retirement Programs

Paid Vacation & Sick Leave

Paid Holidays

Employee Discounts & Perks

Education Assistance

Job summary

The University of Texas at El Paso is seeking a Student Scholar Support Administrative Specialist to provide comprehensive support to OSSS and OSFA in El Paso, TX. This on-site role requires strong organization, communication, and the ability to manage multiple priorities.

You will handle payroll, onboarding, scheduling, front desk operations, and event coordination, while ensuring confidentiality and adherence to university policies.

Qualifications

• Education: Associate's degree or equivalent from two-year college or technical school.
• Experience: Five years related experience and training; or equivalent combination of education and experience.
• Preferred: Experience in an office setting; handling sensitive information.

Responsibilities

• Provide comprehensive administrative support to OSSS and OSFA, including preparing information for purchase requisitions, assisting with third-party vendor invoices, and supporting expense reports as needed.
• Provide primary administrative support to departmental leadership by initiating, drafting, proofreading, filing, and distributing correspondence and records; routing priority mail and communications to senior leadership.
• Maintain accurate physical and electronic filing and archival systems to support efficient organization, retrieval, and retention of departmental records.
• Answer and route telephone calls, emails, and other inquiries to ensure accurate and timely communication and appropriate follow-up.
• Distribute correspondence to office staff and assist with office mail distribution, shipping, and receiving.
• Provide administrative assistance to other departments, campus partners, and senior leadership as requested to support effective departmental operations.

Skills

Experience handling sensitive info

Education

Associate's degree or equivalent

Tools

PeopleSoft

Job description

Position Information

Hiring Department: Student Scholar Support

Reports To: Assistant Director

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: $41,520 annually.

Required Application Materials

• Resume
• Cover Letter
• List of three references

Statement of Duties and Responsibilities

Administrative and Departmental Support – 25%

• Provide comprehensive administrative and clerical support to the Office of Student Scholar Support (OSSS) and Office of Student Fellowships and Awards (OSFA), including preparing information for purchase requisitions, assisting with third-party vendor invoices, and supporting expense reports as needed.
• Provide primary administrative support to departmental leadership by initiating, drafting, proofreading, filing, and distributing correspondence and records; responding independently to routine correspondence when appropriate; and routing priority mail and communications to senior leadership.
• Maintain accurate physical and electronic filing and archival systems to support efficient organization, retrieval, and retention of departmental records.
• Answer and route telephone calls, emails, and other inquiries to ensure accurate and timely communication and appropriate follow-up.
• Distribute correspondence to office staff and assist with office mail distribution, shipping, and receiving.
• Provide administrative assistance to other departments, campus partners, and senior leadership as requested to support effective departmental operations.

Financial, Personnel, and Operational Administration – 25%

• Prepare and manage student employee appointments through the PeopleSoft system; process employment-related documentation; input employment data; and prepare payment vouchers for training or education reimbursements in accordance with established procedures.
• Assist with account reconciliation, monthly reconciliation activities, basic budget tracking, and monitoring of expenditures for accounts associated with OSSS and OSFA.
• Track work orders and coordinate follow-up as needed to support the efficient operation and maintenance of departmental facilities and resources.
• Serve as a point of contact for personnel action paperwork by processing forms and related documentation in accordance with University policies and established procedures.
• Communicate and collaborate with Human Resources, Payroll, Accounts Payable, and other institutional offices to process transactions, resolve routine issues, and ensure timely completion of administrative activities.
• Assist with student employment processes, including job postings through UTEP Handshake and related administrative and onboarding activities.

Program, Event, and Office Coordination – 20%

• Assist with the planning and implementation of departmental programs, events, conferences, training sessions, and meetings by coordinating facilities, catering, invitations, speakers, materials, and event-related documentation.
• Support event and program logistics by coordinating schedules, communicating with internal and external stakeholders, preparing materials, and assisting with basic budget tracking.
• Maintain calendars and coordinate meetings and appointments for departmental leadership and staff to support effective scheduling and communication.
• Support daily front desk operations, including scheduling student walk-in meetings, maintaining a welcoming, professional, and service-oriented environment for students, staff, faculty, and external stakeholders.
• Share information regarding pertinent campus events, programs, and opportunities with office staff to support communication and awareness across OSSS and OSFA.

Customer Service, Communication, and Stakeholder Support – 15%

• Represent OSSS and OSFA through professional, courteous, and responsive interactions with students, faculty, staff, University departments, external partners, and other stakeholders.
• Provide accurate information and assistance to students, staff, and visitors and appropriately route questions, requests, and concerns to the appropriate department or staff member.
• Support a positive customer service culture by maintaining professional front desk operations and ensuring that visitors and callers receive timely and appropriate assistance.
• Handle student, personnel, financial, and institutional information with a high level of confidentiality, discretion, and professionalism.
• Maintain effective communication with internal and external stakeholders regarding routine administrative, programmatic, and operational matters.

Student Employee Supervision and Office Operations – 10%

• Provide daily task direction, guidance, and support to student hourly and work-study front desk staff to ensure effective coverage and consistent delivery of front desk services.
• Provide direct supervision of the Graduate Assistant supporting the Office of Student Scholar Support, including establishing expectations, assigning and monitoring work, providing guidance and feedback, and supporting professional development.
• Coordinate front desk schedules and assignments to ensure appropriate staffing and continuity of office operations.
• Support the development of student employees by providing clear expectations, training, feedback, and guidance consistent with departmental and University policies.
• Carry out supervisory responsibilities in accordance with the organization's objectives, policies, and applicable laws.

Information Management, Compliance, and Continuous Improvement – 5%

• Maintain confidentiality of sensitive student, personnel, financial, and institutional information encountered while performing assigned duties and exercise appropriate discretion in handling such information.
• Maintain working knowledge of Microsoft Office applications and institutional software systems and learn and apply new technologies and systems as required to support departmental operations.
• Maintain accurate and organized records to support departmental reporting, audits, compliance requirements, and efficient business processes.
• Comply with all applicable State of Texas and University policies, procedures, and guidelines.
• Identify and communicate routine administrative or operational issues and assist with resolving concerns and improving office processes.
• Perform other duties as assigned.

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: Associate's degree or equivalent from two-year college or technical school within area of assigned responsibility
• Experience: Five years related experience and training; or equivalent combination of education and experience

Preferred Qualifications

• Experience in an office setting.
• Experience handling sensitive and confidential information

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 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 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] .