Administrative Specialist II

Under limited 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. Responsible for the administration and supervision of the department’s administrative activities.

Essential Functions

Provides a high degree of support for the Diana Natalicio Institute’s executive director with scheduling, travel support, and coordination with external entities for the processing of transactional activities (external reimbursements, registrations, form completions, and itinerary updates), in addition to maintaining professional accounts and documents. The ideal candidate has experience in executive assistant functions with high caliber of communication skills, quick and responsive, and able to accommodate to multiple leadership styles. Ideal candidates will also demonstrate enthusiasm for contributing to a dynamic team and for helping provide excellent service and support to the team and guests.

Main functions:

• Maintains responsibility for general secretarial support functions to the department.
• Maintains records and organizes filing and archive systems to facilitate the expeditious retrieval of information.
• Coordinates 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.
• Ensure accurate and timely communications are facilitated as directed.
• Prepares documents and materials for meetings
• Maintains front-facing presence in office lobby to manage visitors and incoming materials.
• Ensures the office space is well kept, organized, and maintained to welcome guests and to promote a positive work environment.

Additional expectations:

• Maintains a high degree of confidentiality on all sensitive information this position is privy to.
• 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.

Other potential duties:

• Coordinates the workflow for the department administrative or clerical staff.
• Interprets company policies to workers and enforces safety regulations.
• Participates in employee trainings.

Supervisory Responsibilities: May have supervisory responsibilities of students

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: Bachelor’s degree from four-year college or university within area of assigned responsibility.

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

Candidate experience and skills:

• Experience with UTEP travel policies and procedures
• Knowledgeable of UTEP offices and functions (payroll, accounting, purchasing, IT).
• PeopleSoft management systems
• Extensive experience in scheduling and calendar management
• Excellent communication skills
• Critical thinker and able to interpret procedures and policies
• Able to work synchronously and asynchronously
• High level of attention to detail
• High quality of document management, filing and preparation (professional presentation of materials)
• Basic academic editorial knowledge, particularly for professional documents and presentations
• Works collaboratively with others and engages the use of resources as needed

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 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 [email protected].