Administrative Specialist I

Summary: 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. Keeps official Center records and executes administrative policies determined by or in conjunction with other officials.

Essential Functions

Provides administrative support for management and department staff, including preparing letters or memorandums, and purchase requisitions; compiles, generates and distributes reports or other information requests, as needed or requested; files correspondence and other records; responds to correspondence independently when possible; routes priority mail to supervisor.

Ensures efficient staffing workflows by maintaining vacation calendars, student employee work schedules, and leave requests by staff and student employees. Submits work records such as timesheets for student employees on PeopleSoft.

Monitors incoming data and project requests, including logging new requests and updating progress on pending requests.

Assists with scheduling meetings for staff.

Orders and monitors inventory and office supplies; coordinates requests for support from Facilities, Technology Support, and mail services.

Acts as a liaison for management by effectively interacting with internal and external customers/staff.

Acts as custodian of university documents and records.

Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.

May 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 assist 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; manages supervisor calendars and independently schedules appointments; assists in initiating documentation for new hires, reappointments, and position changes.

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, complies documents for travel-related meetings, and accompanies supervisor when requested.

Maintains inventory and tracking system of equipment and supplies.

Coordinates department travel by handling conference registrations, travel authorizations, booking of airfare and hotel, and employee reimbursements.

Oversees the monthly reconciliation of accounts and maintains all backup documentation for the statement of accounts.

Participates and completes employee trainings necessary for job responsibilities

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.

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.

and

Experience: Four years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.

Preferred Qualifications:

Experience in an office setting (particularly a higher education setting)

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 10 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.