Admin Services Coordinator

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Under limited supervision, this position provides personal clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis. Keeps official corporation records and executes administrative policies determined by or in conjunction with other officials. Responsible for the administration and supervision of the department's administrative activities.

About the Diana Natalicio Institute for Hispanic Student Success:

The Diana Natalicio Institute for Hispanic Student Success was founded in 2021 to serve as a national resource that leads knowledge creation and partnerships to advance equitable postsecondary opportunity structures and systems. To enact this vision, the Institute (1) generates and disseminates research to strengthen institutional capacity for student success, (2) develops faculty, staff, and administrative leaders who are poised to transform higher education to become more culturally responsive to diverse communities, and (3) influences policies and programs that support Hispanic-Serving Institutions' roles in broadening educational opportunities for historically underrepresented students. The Institute works collaboratively to expand its partnership network, both internally and externally to UTEP, and seeks candidates who are enthusiastic about contributing to the larger purpose of the Institute as members of a growing team.

Essential Functions

Provides a high degree of support for the Diana Natalicio Institute's executive director with scheduling, travel support, and coordination with external entities for the processing of transactional activities (external reimbursements, registrations, form completions, and itinerary updates). The ideal candidate has experience in executive assistant functions with high caliber of communication skills, quick and responsive, and able to accommodate to multiple leadership styles.

Main functions:

• Maintains responsibility for general secretarial support functions to the department to ensure efficient utilization of time.
• Maintains records and organizes filing and archive systems to facilitate the expeditious retrieval of information.
• Coordinates the installation and maintenance of accounting records to show receipts and expenditures; reconciles departmental accounts.
• Coordinates various office management functions, including scheduling and preparing staff departmental meetings, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities.
• Ensure accurate and timely communications are facilitated as directed.
• Prepares documents and materials for meetings

Additional expectations:

• Maintains a high degree of confidentiality on all sensitive information this position is privy to.
• Maintains an environment that promotes efficiency within the department.
• 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.

Other potential duties:

• Assigns duties and prepares timecards for payroll run.
• Coordinates the workflow for the department administrative or clerical staff.
• Interprets company policies to workers and enforces safety regulations.
• Provides technical support and participates in employee training.

May have supervisory responsibilities of students.

Required 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.

Bachelor's degree from four-year college or university within area of assigned responsibility.

Two years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.

Preferred Qualifications

Experience with UTEP travel policies and procedures

Knowledgeable of UTEP offices and functions (payroll, accounting, purchasing, IT).

PeopleSoft management systems

Extensive experience in scheduling and calendar management

Excellent communication skills

Critical thinker and able to interpret procedures and policies

Able to work synchronously and asynchronously

High level of attention to detail

High quality of document management, filing and preparation (professional presentation of materials)

Works collaboratively with others and engages the use of resources as needed

Working Conditions

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 must frequently sit. The employee must regularly walk and stand; use hands to feel; reach with hands and arms; and talk or hear. The employee must lift and move up to 10 pounds.

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 is the work environment is moderately quiet.

EO/AA Statement

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 mstate 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 View email address on us.edajobs.com.