Full Job Description
Under the supervision of a manager or director, this position provides clerical and administrative services and assistance requiring minimal use of discretion and judgment.
Serves as first point of contact for the College of Health Sciences. Using excellent communication skills, welcomes and assists students, staff, faculty, and university guests via telephone, in-person, and email.
Screens telephone calls and visitors, ascertaining who should be redirected to advisors, managers, Assistant Dean, or other offices.
Provides information to callers and visitors, requiring detailed knowledge of area of responsibility and general knowledge of company policies, practices, and operations.
Screens correspondence and responds independently when possible; routes priority mail to Assistant Dean; greets and assists visitors.
Outlines and explains university procedures and policies to students, guests, and visitors, and monitors compliance.
Maintains Assistant Dean’s, manager’s, and advisors’ calendars, scheduling meetings and appointments without clearance on occasion.
Maintains personnel training files and tracks new and current personnel training.
May maintain supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
May provide clerical and administrative support to department staff, maintaining a high degree of confidentiality on all sensitive information this position is privy to.
May be involved with arranging programs, events, conferences, trainings, and meetings by arranging for facilities (and caterer), issuing information or invitations, and coordinating speakers.
Prepares memorandums and gets necessary document approvals; composes, prepares, proofreads confidential correspondence, reports, and other complex documents; files correspondence and other reports; acts as custodian of university documents and records.
Processes leave via PeopleSoft system.
Access and reviews students’ academic records via Banner system.
Tracks work orders and inputs employment data; tracks and ensures employment evaluations satisfy deadlines.
Creates and maintains database and spreadsheet files.
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.
Oversees temporary and hourly employees and assigns duties.
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.
Associate's degree or equivalent from two-year college or technical school within area of assigned responsibility.
Three years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.
Experience in higher education, and experience with Banner.
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 occasionally required to stand; walk; sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must occasionally lift and move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
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 in the work environment is usually moderate.
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.