What are the responsibilities and job description for the Administrative Specialist II position at University of Texas at El Paso?
We are seeking a highly organized and detail-oriented individual with strong communication skills and the ability to make effective decisions. The ideal candidate will be self-motivated, able to handle confidential information, and capable of adapting to shifting workloads and priorities while maintaining a professional and positive attitude. This position reports to the Director of Communications and will provide scheduling, administrative support, and event coordination for the Provost, Vice Provosts, and other academic support units. The ability to effectively manage multiple assignments and coordinate with various teams is essential for this role.
Essential Functions
Demonstrate punctuality, attention to detail, and a proactive approach to tasks.
Support front desk customer service
Answer and refer telephone calls or other inquires to ensure accurate and timely communications are facilitated
Manage complex calendars and scheduling with diplomacy and discretion
Coordinate the scheduling of meetings and conferences for the provost, vice/assistant provosts, and academic supporting units
Coordinate event logistics such as booking locations, reserving catering, and securing parking
Maintain a high degree of confidentiality on all sensitive information
Conduct clerical duties including disseminating phone calls, filing, and responding to emails promptly
Maintain organized electronic and hard copy files by utilizing the office’s file and naming conventions
Manage conference room coordination and room calendar management
Assist provost, vice/assistant provost, and other academic units with travel arrangements
Reconcile departmental procurement card
Have knowledge of all Microsoft Office software and able to learn and use institutional software systems
Comply with all State and University policies
Monitor and order office supply inventory
Participate in employee training
Other duties may be assigned
Supervisory Responsibilities: This position will not have supervisory responsibilities
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.
Required Qualifications:
Education: Bachelor’s degree or 4 years of equivalent work experience
and
Experience: Two years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.
Preferred Experience: Four years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.
Additional Information
The physical demands and work environment characteristics 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 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 10 pounds.
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.
