ADMINISTRATIVE ASSISTANT I
To provide skilled and routine administrative support to the head of a department and the departmental staff and/or faculty in an academic or non-academic area. Responsible to perform routine administrative support assignments for the department. Maintains routine financial data, which includes monthly budget and status reports.Description of Duties
•Provides direct administrative support to the administrator of a department.
•Types meeting minutes, letters, memos, reports, requisitions, and other material from notes and rough drafts.
•Composes routine correspondence for the signature of the supervisor which requires knowledge of subject matter and/or departmental procedures.
•Handles travel arrangements for supervisor and all staff.
•Orders supplies and arranges for repair of equipment.
•Reviews bookkeeping information and performs other routine bookkeeping tasks, such as data entry, including reconciliations.
•Assists with Annual Performance Review (APR).
•Completes intake appointments and applications.
•May assist in the preparation of budgets, grant requests, class schedules and other periodic reports.
•Processes various student forms and requests, including student applications.
•May provide general program information and materials to students and/or direct students to the appropriate student services resources and participate with recruitment.
•May assist in coordinating, planning, and/or staffing of departmental meetings and events as needed for outreach, recruitment, education and workshops.
•Processes personnel actions upon direction of the supervisor and staff.
•Monitors complex records and prepares reports from a variety of materials.
•Monitors expenditures and income against the budgets, maintains accurate accounting ledgers and facilitates monthly reconciliations of accounts.
•Maintains departmental and supervisor calendar and prepares daily schedule.
•Organizes and maintains filing systems.
•Inputs data into student tracking systems, monitors it for discrepancies, and updates student information regularly.
•Screens visitors and telephone calls, and schedules appointments for staff.
•Acts as a receptionist.
•Receives, sorts and distributes mail.
•May track vacation, arrange for back-up coverage and process time cards for any assigned employees.
•Performs other duties as assigned.
Specific supervision from Department Chair or Director of a Department with less than 10 regular FTE’s.Supervision Given
May supervise assigned support staff and temporary employees.Required Education
Associate degree in a related field or experience as outlined below.Preferred Education
Two (2) year of office administrative experience. Experience may be substituted for education on a 1-on-1 basis.Preferred Experience
Experience obtained within higher education. At least one year of experience working with TRiO grants.Equipment
Knowledge of the use of personal computer, word processing, spreadsheet, and database software. Standard office equipment.Working Conditions
Needs to be able to successfully perform all required duties. Excellent, usual office environment; some travel and weekend work is required. Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.Other
Must have excellent interpersonal, organizational, and verbal skills.Physical Capabilities
N/AEmployment CategoryFull-TimeMinimum SalaryCommensurate with ExperiencePosted SalaryCommensurate with ExperiencePosition Available Date09/16/2019Grant Funded PositionYesIf Yes, Provide Grant Expiration Date08/31/2020 Posting Detail Information EEO Statement
UTRGV is an Affirmative Action/Equal Opportunity Employer that strives to hire without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or veteran status. UTRGV takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.Special Instructions to Applicants
Human Resources will not be held responsible for redacting any confidential information from the documents you attach with your application. The confidential information includes the following:
*Date of Birth
Please make sure that you omit this information prior to submission. We are advising that Human Resources will be forwarding your application to the department as per your submission. The University of Texas Rio Grande Valley reserves the right to discontinue accepting applications prior to the stated close date of this position, after meeting the posting requirement of three (3) calendar days.
If you have any questions, please visit our Careers site at https://careers.utrgv.edu for detailed contact information.Additional Information
UTRGV is a distributed location institution and working location is subject to change based on need.
All UTRGV employees are required to have a criminal background check (CBC). Incomplete applications will not be considered.
Substitutions to the above requirements must have prior approval from the Chief Human Resources Officer.Quick Linkhttp://careers.utrgv.edu/postings/22675Posting Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Are you a current UTRGV employee?
- * Are you now, or previously, employed by The University of Texas System or any of its institutions?
- Yes - I currently am employed by the UT System or its institutions
- Yes - I have previously been employed by the UT System or its institutions
- No - I have never been employed by the UT System or its institutions
- * Please select your highest level of completed education.
- 6th grade education
- 10th grade education
- High School Diploma or GED
- Associates Degree, Technical, or Trade School Degree/Certification or 60 Hours of College Hours
- Bachelors Degree from an accredited university
- Masters Degree from an accredited university
- Ph. D. or other terminal degree from an accredited university
- None of the above
- * Please provide the field of study for your education:
(Open Ended Question)
- * Please indicate the number of years of full time work experience you have directly related to the position in which you are applying for:
- Less than 1 year
- 1 year
- 2 years
- 3 years
- 4 years
- 5 years
- 6 years
- 7 years
- 8 years
- 9 years
- 10 years
- Over 10 years
- * Do you meet the minimum requirements for this position?
- Cover Letter/Letter of Application
- Curriculum Vitae
- Unofficial Transcripts
- Other Document
- Unofficial Transcripts 2
- Unofficial Transcripts 3
- Letter of Interest
- Unofficial Graduate Transcripts
- Reference Letter 1
- Reference Letter 2
- Reference Letter 3
- Certifications and Licenses
- Training Certificates
- List of 3 References
- Additional Document