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Under moderate supervision and with limited latitude for the use of initiative and independent judgment, this position is responsible for performing advanced and complex administrative duties.
Essential Functions
Supervises the workflow for the department administrative or clerical staff; assigns duties and prepares timecards for payroll run; supervises various office management functions, including scheduling and preparing staff departmental meetings, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities; may develop and implement methods and procedures for monitoring work activities, and recommends measures to improve methods, performance, and quality of product or service.
Provides clerical and administrative support for management and department staff, including initiating, drafting, and proofreading correspondence, preparing letters or memorandums, disciplinary reports, hiring requests, 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 director.
Acts as a liaison for management by effectively interacting with faculty and campus personnel. May serve as a human resources liaison by processing personnel action paperwork in conjunction with established organizational policies and procedures. This position may be responsible for ensuring a timely and accurate processing of personnel action paperwork; maintains attendance reports for classified and A&P personnel; maintains personnel training files and tracks new and current personnel training; acts as custodian of university documents and records.
May supervise or perform the reception activities, which include meeting and greeting visitors or customers, answering telephones, giving general information, or routing incoming calls to the appropriate personnel. May supervise others who are tasked with placing outgoing calls to support management or department personnel.
Maintains a high degree of confidentiality on all sensitive information this position is privy to; Dean, Director and other staff members' calendars and independently schedules appointments.
Processes new appointments or changes in appointments via PeopleSoft systems; 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.
Arranges and compiles documents for monthly Graduate Council meetings.
Conducts and supervises annual Graduate Council elections.
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: No supervisory responsibilities.
Required 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.
Minimum Education required: Associate's degree, equivalent from two-year College or technical school within area of assigned responsibility; appropriate job experience in lieu of formal education will also be considered.
Minimum Experience required: Five years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience
Working Conditions
Physical Demands: The physical demands 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.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
EO/AA Statement
In keeping with its Access and Excellence mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive 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 / Affirmative Action Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, or sexual orientation and gender 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.
For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at eoaa@utep.edu.
