Administrative Manager for COS

Position Summary

Under general supervision, this position has managerial responsibility for the efficient and effective operation of the administration of designated department and supervises administrative staff, with considerable latitude for the use of initiative and independent judgment.

Statement of Duties and Responsibilities

• Tracks expenses, reconciles the cost centers, and fixes discrepancies for the Dean’s office.
• Supports the onboarding process and procedures.
• Processes payments, reimbursements, POs, and investigates problems with vendors or purchasing agents.
• Assists with Procurement Card (Pro Card) reconciliation to verify receipts and reconcile all transactions in PeopleSoft and update the Transaction Log for each statement period.
• Supports the College Administrative Officer with special projects, prepares reports, and performs other responsibilities.
• Directs employee training to improve efficiency and ensure conformance to standard procedures and practices.
• Maintains cash advances, accounts payable, and receivables to ensure that payments are up to date.
• Analyzes and resolves work problems; implements measures to improve production methods and to motivate workers.
• Acts as liaison between department and internal or external customers.
• Reviews records to ensure completeness, accuracy, and timeliness. Continuously follows up on all transactions to ensure everything is processed in a timely manner.
• Codes data for input to financial data processing system according to University accounting procedures.
• Administers records management policies designed to facilitate effective and efficient handling of records; ensures compliance with policies, procedures, and practices for systematic retention, protection, retrieval, transfer, and disposal of records.
• Assists in the training and supervision of clerical personnel.
• Performs periodic and as needed inventory of office equipment and supplies; generates purchase orders for new equipment or arranges for surplus equipment to be removed from premises.
• Maintains front-facing presence in office lobby and conference rooms to manage visitors and incoming materials.
• Maintains responsibility for general support functions to the department.
• Affords assistance with coordination/management of event logistics.
• Prepares documents and materials for meetings.
• Maintains records and organizes filing and archive systems to facilitate the expeditious retrieval of information.
• Maintains a high degree of confidentiality on all sensitive information this position is privy to.
• Complies with all State and University policies.

Qualifications

• Education: Bachelor’s degree from four year college or university within area of assigned responsibility.
• Experience: Three years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.

Supervisory Responsibilities

Carrries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and managing consultants; interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Why Pick UTEP

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.

About the Department

Vision: The College of Science (COS) envisions itself as a dynamic community of science and mathematics faculty and students engaged in innovative research and learning with global impact, recognizing our special role as a leader in this binational community.

Mission: - To recruit, inspire, and develop a new generation of scientists and mathematicians, dedicated to the highest principles of Science, and educated in the environmental, health and economic challenges of the border region. - To lead by example, promoting effective and self-sustaining research programs, encouraging student participation, and providing a national forum for addressing the special problems of our region. - To work to educate all university students and the community at large, increasing the level of awareness of scientific issues, and providing a knowledge resource to citizens and government alike.

Miner Perks and Benefits

• Benefit Package includes: Medical, Prescription, Life Insurance and Wellness platform
• Voluntary Benefits: Dental, Vision, Additional life insurance, UT Flex, Short and Long - term disability plans
• Retail Retirement Programs
• Longevity Pay
• Paid Vacation & Sick Leave
• Paid Holidays
• Employee Discounts & Perks
• Employee Education Assistance program
• And much more! Visit our Benefits Summary Page for more information on our additional benefits.

Disclaimer

To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.

Note

Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.

Physical Demands and Work Environment Characteristics

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 50 pounds.

Disability Accommodations

In keeping with its access, excellence, and impact mission, The University of Texas at El Paso is committed to a 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.