Job Details

Administrative Associate - The Office of Special Events
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Position Number: 5853959
Location: El Paso, TX
Position Type: Business and Financial Management

Administrative Associate - The Office of Special Events

Job ID: 12578
Location: El Paso, TX
Full/Part Time: Full Time
Regular/Temporary: $RegTemp

About UTEP

About 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.

The University of Texas at El Paso 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 24,000 students are Hispanic, and more than half are the first in their families to go to college. UTEP offers 172 bachelor's, master's and doctoral degree programs at the only open-access, top-tier research university in America.

About VP Business Affairs

The Division of Business Affairs oversees many elements of doing business at UTEP, including human resources, the budget office, and accounting and financial services. In addition, the VPBA Office manages business contracts and agreements, institutional memberships, the University's risk management/insurance program, and the open records process. Our goal is to support the University's teaching, research and public service mission by providing superior services to the campus community.

The Office of Special Events

The Office of Special Events is dedicated to providing quality entertainment for UTEP and the El Paso/Juarez/Las Cruces communities.

Position Information

Hiring Department: The Office of Special Events

Posting End Date: Open until filled.

Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends

FLSA status: Non-Exempt

Earliest Start Date: As soon as possible.

Salary: $$34,320 annually.

Required Application Materials:

Resume
Cover Letter (optional)
List of three references

The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

Purpose of Position

Summary: 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.

Note: The primary accountabilities below are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed below. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

Statement of Duties and Responsibilities:

Screens incoming calls and correspondence and responds independently when possible; routes priority mail to director; directs calls to appropriate individual.

Prepares purchase requisitions and non-po vouchers; gets necessary document approvals and works with vendors.

Orders and monitors inventory and office supplies.

Organize and schedules production meetings.

Assists in the preparation of encumbrances and reconciliation reports

Maintains physical and digital filing systems.

Acts as a liaison for management by effectively interacting with faculty and campus personnel. 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 PeopleSoft system; processes payment vouchers for training or education reimbursements.

Tracks work orders and inputs employment data.

Outlines and explains university procedures and policies to supervisory workers, and monitors compliance; creates and maintains database and spreadsheet files.

Oversees temporary and hourly employees and assigns duties.

Ensures that deadlines are met and adapts to changing priorities

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

Greets and assists visitors.

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.

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.

Qualifications

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Education required: High School diploma or equivalent

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

Preferred Education/Experience: Associate's degree or equivalent from two-year College or technical school within area of assigned responsibility

Additional Information

Physical Demands: The physical demands 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 is regularly required to sit; use hands to feel; and reach with hands and arms. The employee is occasionally required to stand; walk; and talk or hear. The employee must regularly be able to lift and move up to 50 lbs.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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 eoaa@utep.edu.

To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId=12578&PostingSeq=1