What are the responsibilities and job description for the Administrative Associate position at University of Texas at El Paso?
Summary: Under close supervision and with minimal latitude for the use of initiative and independent judgment this position provides personal clerical and administrative services and assistance. Keeps official records and executes administrative policies determined by or in conjunction with other officials.
Essential Functions
Provides administrative support to an individual, team, department or group in an organization.
Prepares and distributes reports or other communications on a regular schedule.
Maintains files, databases, and archives of relevant records.
Screens calls and responds to or routes routine inquiries from external or internal sources with appropriate correspondence or other messaging.
Schedules and coordinates meetings, travel, and other group activities. May manage expense reporting, invoicing, office supply inventory, or other routine processes
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.
Manages calendars and independently schedules appointments.
Acts as a liaison for management by effectively interacting with faculty and campus personnel.
May process personnel action paperwork in conjunction with established organizational policies and procedures.
Ensures 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 system; 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.
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.
Greets and assists visitors.
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: High school diploma or general education degree (GED)
and
Experience: Three years related experience to the statement of duties and responsibilities; 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.
