Job Description
Administrative Specialist Hiring Department The University of Texas Permian Basin welcomes applications for the position of Administrative Specialist
Salary Range $40,000.00 - $45,000.00 depending on qualifications
Essential Functions Provides administrative support service to the Office of the President, Division of Marketing and Communications, and the Provost's Office. The appointee will perform a number of professional duties, including: planning and executing daily operations, scheduling meetings and travel, budget responsibilities, managing large projects, supporting events in the President's Office and maintaining a cooperative, collaborative, customer-focused work environment that exemplifies the organization as a whole.
1. Perform day-to-day clerical and administrative functions.
2. Complete reconciliations for University cost centers and credit cards.
3. Complete financial queries to support budget management.
4. Manage travel arrangements.
5. Manage hiring process including e-forms and onboarding requirements for new staff.
6. Manage the creation of requisitions and purchase orders.
7. Manage inventory and requests for promotional materials.
8. Support scheduling of meetings for internal and external audiences.
9. Support occasional after-hours and weekend events for the President's Office.
10. Support accumulation of data and reporting for open records requests.
11. Perform any combination of clerical duties involving routine or semi-routine calculating, record keeping, database management, report preparation and receptionist duties.
12. Screen office calls, visitors, and mail; provide information and assistance including responding to sensitive requests for information and assistance.
13. Confer regularly with immediate supervisor to coordinate activities, exchange information and resolve problems. Ensures that all required supplies are available as needed and that the facility and equipment are in proper working order.
14. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
Required Qualifications 1. High School Diploma or GED.
2. Three (3) years of administrative assistant experience.
3. Working knowledge of Microsoft word, excel, & outlook.
Preferred Qualifications 1. Associate's Degree*
*Experience will be considered in lieu of education.
Additional Information Required Application Materials 1. Cover Letter
2. Resume
3. List of References
4. Transcripts (Preferred)
5. Letters of Recommendation (Preferred)
Conditions of Employment 1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
2. Employment is subject to an introductory period to monitor employee performance.
3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver's license. Must have and maintain a satisfactory driver's record.
5. Employment is contingent upon a successful background check.
6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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 1. Able to lift various materials up to 25 pounds on an occasional basis.
2. Able to bend, crouch, and reach continuously.
3. Physically able remain seated, frequently to continuously.
4. Able to remain standing up to 15% of the time.
5. 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.
6. Standard working conditions may differ depending on department and occupation
University Benefits 1. UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.
2. Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.
3. You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.
4. Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!
5. Our benefits package, along with an ample leave policy, make for a great total compensation package.
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.
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Job Tags
Full time, Local area, Immediate start, Afternoon shift, Early shift, Monday to Thursday,