Administrative Specialist II for VP Student Affairs

The University of Texas at El Paso; El Paso (TX); On-site; USD 37,000 - 46,000; Full time

Benefits offered by this job

Medical insurance

Dental & Vision

Retirement programs

Paid vacation & sick leave

Paid holidays

Employee discounts

Education assistance

Job summary

The University of Texas at El Paso is seeking an Administrative Assistant to support the Vice President for Student Affairs and related offices. This role handles confidential information, calendar management, front desk operations, and correspondence with internal and external stakeholders.

Responsibilities include processing purchase requisitions, assisting with invoices and expense reports, and coordinating contracts, MOUs, and events.

Qualifications

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

Responsibilities

• Provides administrative and clerical support to the Vice President for Student Affairs and other units within the division.
• Manages calendars, correspondence, and front desk operations with confidentiality.
• Prepares information for purchase requisitions and assists with invoices and expense reports.
• Coordinates contracts, MOUs, and agreements across the Division and supporting departments.
• Assists with program logistics, training, and event coordination; maintains filing systems.

Skills

Administrative support

Microsoft Office

Calendar management

Front desk operations

Confidentiality

Education

Associate's degree or equivalent

Tools

Microsoft Office

Job description

Position Information

Hiring Department: VP Student Affairs

Reports To: Assistant to the Vice President

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

Position Summary

Provides comprehensive administrative and clerical support to the Vice President for Student Affairs Office and other units within the Student Affairs Division. Under moderate supervision, this position provides personal clerical and administrative services and assistance of moderate complexity, requiring the use of judgment and discretion on a periodic basis. Maintains electronic correspondence, calendar management, records maintenance, front desk operations, and professional interaction with internal and external stakeholders while maintaining strict confidentiality. Supports programs, events, and daily office operations by coordinating logistics, maintaining physical and electronic filing systems, and assisting senior leadership and other departments as needed.

Statement Of Duties And Responsibilities

Provides administrative and clerical support to the Vice President for Student Affairs and other units within the division, including preparing information for purchase requisitions, assisting with invoices from third-party vendors, and assisting with expense reports as needed or upon request.

Provides primary clerical and administrative support for the leadership team within the Vice President for Student Affairs, including initiating, drafting, and proofreading correspondence; filing correspondence and other records; responding to routine correspondence independently when appropriate; and routing priority mail to Senior Leadership staff.

Represents the Vice President for Student Affairs by professionally interacting with and assisting internal and external clients and staff.

Handle student, staff, and institutional information with a high level of confidentiality, discretion, and professionalism.

Supports a positive customer service culture by maintaining the front desk and sharing information regarding pertinent campus events with office staff.

Serves as the Division of Student Affairs representative for the timely, accurate review, coordination, and processing of contracts, MOUs, and agreements across the Division.

Prepares and manages student employee appointments through the PeopleSoft system; prepares payment vouchers for training or education reimbursements; tracks work orders; inputs employment data; and assists with account reconciliation and basic budget tracking for accounts associated with the Vice President for Student Affairs office.

Communicates and collaborates with Human Resources, Payroll, and Accounts Payable to process transactions and assist in resolving routine issues. Assists with monthly reconciliation activities in coordination with the administrative staff.

Serves as a point of contact for personnel action paperwork by processing forms in accordance with established policies and procedures. Assists with job postings on UTEP Handshake; provides supervision and guidance, and daily task direction to student hourly and work-study front desk staff.

Assists with programs, events, conferences, training, and meetings by coordinating facilities, catering, invitations, speakers, and event related documentation, including basic budget tracking.

Maintains records and organizes filing and archival systems to support the efficient retrieval of information as requested by the VP Student Affairs and senior leadership.

Distributes correspondence to office staff as needed and assists with office mail distribution, shipping, and receiving.

Maintains confidentiality of sensitive information encountered while performing job duties. Handles sensitive information with a high level of discretion and confidentiality.

Answers and routes telephone calls, emails, and other inquiries to ensure accurate and timely communication.

May assist other departments within VP Student Affairs as needed.

Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

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: 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 employee must regularly lift and move up to 10 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 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] .