Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 12260
Full/Part Time: Full Time
Org Marketing Statement
The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 34,300 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property - for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UTSA Today or on X (formerly Twitter), Instagram, Facebook, YouTube or LinkedIn.
Posting End Date: Applications will be accepted through 11:59 PM CDT on 08/28/2024. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.
Salary Range: $37,000- $44,000/Annualized, commensurate with education, experience and qualifications.
Hours: 40 hours per week, non-exempt.
Required Application Materials:
- Resume is required.
Cover letter is required.
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Essential Functions
Job Summary
Function: To assist in supervising and administering the Office of Research and provide complex clerical support.
Scope: Responsible for the supervision of clerical staff and administrative planning of internal activities, programs, and special projects. Makes administrative decisions requiring a thorough knowledge of regulations, policies, and procedures.
Core Responsibilities
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Uses initiative and independent judgment to relieve one or more administrators of administrative matters and decisions. Assist administrators in establishing and attaining departmental goals and objectives.
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Coordinates unit purchasing activities including purchase orders, requisitions, invoices, vendor set-up, and reimbursements for events, subscriptions, equipment, merchandise, licenses, supplies, etc.
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Plans, organizes and coordinates administrative duties, including but not limited to calendar coordination, travel coordination, coordinating personnel-related activities, and interfacing with the Office of Research business service center.
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Assists in preparing departmental budgets by gathering and compiling information and making recommendations. Maintains and monitors budgets and fiscal reports.
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Assists with and coordinates inventory control, facilities services, and equipment maintenance and repair.
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Collects data from various sources and analyzes for accuracy, completeness, and relevance. Prepares complex, statistical, technical, financial, and confidential reports, charts, and graphs.
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Office reception, including coordinating office traffic, managing general inquiries, and training and coordinating student workers. Supervises and trains clerical staff. Establish organizational policies, work rules, and operating procedures for support staff.
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Edits speeches, memoranda, reports, and proposed publications.
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Acts as a liaison with other departments and agencies regarding inventory control, building services, equipment maintenance and repair, purchasing, safety, and other administrative matters.
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Performs other duties as assigned.
Periodic:
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Disseminates important policy and procedure information to faculty and staff.
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Performs annual evaluations of assigned clerical staff.
Required Qualifications
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High school graduate or GED.
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Six (6) years of increasingly responsible administrative, clerical, or office experience.
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At the department's discretion, a Bachelor's degree may be substituted for four (4) years of experience.
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Knowledge of current methods and systems of bookkeeping, filing, and purchasing.
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Demonstrated ability to apply knowledge in everyday work situations while utilizing independent judgment.
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High level of professionalism and courtesy.
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Demonstrative skills in written and verbal communication, organization, and analysis.
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Ability to work in a fast-paced, deadline-driven environment.
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Self-starter with high attention to detail.
Preferred Qualifications
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Bachelor's degree from an accredited institution.
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Similar experience with three or more (3+) years in higher education.
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One (1) year of supervisory experience.
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Advanced knowledge of university and/or public sector organizational structure, policies, rules, and procedures.
Additional Information
- UTSA is a tobacco free campus.
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This is a security sensitive position. Employment is contingent upon a successful background check.
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Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
Working Conditions
Working Environment:
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Office environment.
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Ability to travel to and from meetings, training sessions, or other business-related events.
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Occasional after-hours and weekend work or overtime may be required.
Physical Demands:
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Sedentary work; sitting most of the time. Jobs are sedentary if walking and standing are required, only occasionally.
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Exerts up to 10 lbs. of force occasionally.
This position will be primarily located
on campus. Travel and parking expenses are the employee's responsibility.
Equal Employment Opportunity
As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.
