Administrative Associate (Part-Time)

Hiring Department: Department of English • Reports to: Department Chair • Location: On-site, El Paso, TX • FLSA status: Non-exempt • Earliest start date: As soon as possible

About the role

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.

Responsibilities

• 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.
• Manages expense reporting, invoicing, office supply inventory, or other routine processes.
• Prepares memorandums, disciplinary reports, hiring requests, and purchase requisitions; obtains 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.
• Processes personnel action paperwork in conjunction with established organizational policies and procedures; ensures 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 securing 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.

Requirements

• High school diploma or general education degree (GED).
• Three years of related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.

Preferred Qualifications

• Experience working in a front office in higher education.
• Experience providing direct administrative support to departmental leadership, including the Department Chair and Department Program Manager.
• Experience supporting faculty affairs and serving as a liaison among faculty, staff, students, and university offices.
• Proficiency with Microsoft Office applications, databases, spreadsheets, and university administrative systems.
• Ability to exercise sound judgment and maintain confidentiality when handling sensitive personnel, student, and departmental information.
• Strong organizational skills, attention to detail, and the ability to work independently in a fast-paced academic environment.

About the University

The University of Texas at El Paso (UTEP) is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve. UTEP is America’s leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 26,000 students are Hispanic, and half are the first in their families to go to college. UTEP offers 170 bachelor’s, master’s, and doctoral degree programs at the only open-access, top-tier research university in America. This is an especially exciting time to join UTEP as it advances the goals of its 2030 Strategic Plan. Built around the institution’s core strengths—its location, its people, its supportive culture, and its community partnerships—the plan lays out a bold vision for the next decade, aimed at maximizing the University’s regional impact and national stature.

Benefits

• Medical, prescription, life insurance, and wellness platform.
• Voluntary benefits: dental, vision, additional life insurance, UT Flex, short- and long-term disability plans.
• Retirement programs.
• Longevity pay.
• Paid vacation and sick leave.
• Paid holidays.
• Employee discounts and perks.
• Employee education assistance program.

Pay

$34,320 annually.

Schedule

• 20 hours per week.
• Standard Monday–Friday, 8:00 AM–5:00 PM; flexibility is required on evenings and weekends.