Administrative Assistant I
University of Texas at El Paso - El Paso, TX

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Required Application Materials
  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 2 References is required in order to apply.

Additional Information Purpose Under the limited supervision of a Department Chair or Director of the University, this position provides personal clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis.

Essential Functions 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. 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 BIS or KRONOS 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. Oversees temporary and hourly employees or other administrative staff and assigns duties; prepares timecards for payroll runs.

Marginal/Incidental functions Other related functions as assigned.

Required qualifications Associate's degree or equivalent from two-year college or technical school within area of assigned responsibility; and three to four years related experience and training; or equivalent combination of education and experience. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Preferred Qualifications Bachelor's degree within area of assigned responsibility; and two to three years of related experience and training. Knowledge and experience with student records procedures as a result of direct work experience. Administrative experience in an office utilizing complex record systems.

Working conditions May work in all weather conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Lifting and moving