What are the responsibilities and job description for the Administrative Associate position at University of Texas at El Paso?
Essential Functions
Manages Director’s calendar and independently schedules appointments.
Screens incoming calls and correspondence and responds independently when possible; routes priority mail to director; directs calls to appropriate full-time staff in the department.
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.
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 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; 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 travel authorization for Director or other staff members. Process and keep accurate record of travel documents and budget, processes travel reimbursements.
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.
This position may sometimes require helping with departmental or University wide events after hours or on weekends.
Greets and assists visitors.
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: Schedules and supervises student hourly and work-study staff.
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 and Associate's degree or 2 years of college level work.
and
Experience: One-year related experience to the statement of duties and responsibilities to include working in outreach programs; or equivalent combination of education and experience.
Additional Information
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 employee must lift and move up to 50 pounds.
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 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.
