Administrative Assistant - Office of External Relations

About the role

The Administrative Assistant II provides administrative support for the Vice President for External Relations and the activities in the External Relations Division including fundraising, community relations and events management. Coordinates administrative functions including contact with the public, making travel arrangements, scheduling appointments, meetings, and processing memoranda and approving information in Ad Astra. Database entry of donor contacts, and plans into the fundraising database. Composes correspondence to follow up with donors, volunteers, and staff for these constituencies. Answers questions, research answers, and/or refers to other offices. Responsible for writing/editing and coordinating numerous mass mailings to these constituencies. Represents the department by greeting guests and answering telephone calls from donors and university executives in a friendly, knowledgeable manner.

Responsibilities

• Coordinates administrative functions including contact with the public, making travel arrangements, scheduling appointments, meetings, and processing memoranda and approving information in Ad Astra.
• Database entry of donor contacts, and plans into the fundraising database.
• Composes correspondence to follow up with donors, volunteers, and staff for these constituencies.
• Answers questions, research answers, and/or refers to other offices.
• Responsible for writing/editing and coordinating numerous mass mailings to these constituencies.
• Represents the department by greeting guests and answering telephone calls from donors and university executives in a friendly, knowledgeable manner.

Requirements

• Bachelor’s degree*
• Three (3) years of administrative assistant experience
• Proficiency with Word, Excel, PowerPoint, and Outlook

Qualifications

• Experience in higher education fundraising
• Experience in event planning
• Experience working in Ad Astra
• Experience working in a university environment
• Proven strong people skills

Skills

• Ability to handle highly confidential material
• Sound judgment and decision-making skills
• Integrity and confidentiality of data
• Effective communication
• Effective processing of forms
• Ability to type, compose and edit correspondence, memos, letters, agendas and reports
• Coordination of schedules, appointments, projects, travel arrangements and special events
• Screening of office calls, visitors, and mail
• Ability to balance priorities to accomplish assigned tasks within the required time frame
• Maintaining and reconciling budgets for departmental institutional or work unit accounts
• Serving as administrative liaison with other departments on campus and outside organizations and agencies

Benefits

UT Permian Basin offers an excellent compensation package including health, retirement, & fringe benefits for eligible employees.

Pay

$45,000.00 depending on qualifications

Schedule

Generally, the normal work hours for the university are Monday through Thursday, 7:30 – 5:30 pm; Friday, 8:00 am – 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments. Standard Working Conditions Able to lift various materials up to 25 pounds on an occasional basis. Able to bend, crouch, and reach continuously. Physically able remain seated, frequently to continuously. Able to remain standing up to 15% of the time. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.

About The University

The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country – full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin – which every year, delivers smart, savvy leaders across the U.S. As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas. Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.