Administrative Specialist

at  University of Texas Permian Basin

REQUIRED QUALIFICATIONS

1. High School Diploma or GED.
2. Three (3) years of administrative assistant experience.
3. Working knowledge of Microsoft word, excel, & outlook.

PREFERRED QUALIFICATIONS

1. Associate’s Degree*

• Experience will be considered in lieu of education.

CONDITIONS OF EMPLOYMENT

1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
2. Employment is subject to an introductory period to monitor employee performance.
3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record.
5. Employment is contingent upon a successful background check.
6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Provides administrative support service to the Office of the President, Division of Marketing and Communications, and the Provost’s Office. The appointee will perform a number of professional duties, including: planning and executing daily operations, scheduling meetings and travel, budget responsibilities, managing large projects, supporting events in the President’s Office and maintaining a cooperative, collaborative, customer-focused work environment that exemplifies the organization as a whole.
1. Perform day-to-day clerical and administrative functions.
2. Complete reconciliations for University cost centers and credit cards.
3. Complete financial queries to support budget management.
4. Manage travel arrangements.
5. Manage hiring process including e-forms and onboarding requirements for new staff.
6. Manage the creation of requisitions and purchase orders.
7. Manage inventory and requests for promotional materials.
8. Support scheduling of meetings for internal and external audiences.
9. Support occasional after-hours and weekend events for the President’s Office.
10. Support accumulation of data and reporting for open records requests.
11. Perform any combination of clerical duties involving routine or semi-routine calculating, record keeping, database management, report preparation and receptionist duties.
12. Screen office calls, visitors, and mail; provide information and assistance including responding to sensitive requests for information and assistance.
13. Confer regularly with immediate supervisor to coordinate activities, exchange information and resolve problems. Ensures that all required supplies are available as needed and that the facility and equipment are in proper working order.
14. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.