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 a department head. 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 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 other office personnel.

• Orders supplies and arranges for repair of equipment.

• Reviews bookkeeping information and performs other routine bookkeeping tasks, including reconciliations.

• May assist in the preparation of budgets, grant requests, class schedules and other periodic reports.

• May assist in processing various student forms and requests for the appropriate review and approvals.

• May provide general program information and materials to students and/or direct students to the appropriate student services resources.

• May assist in coordination, planning, and/or staffing of departmental meetings and events as needed for outreach, recruitment & education.

• Processes personnel actions upon direction of the supervisor.

• 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.

• Processes budget revisions, interdepartmental transfers (IDT's), invoices, and other related processes in People Soft.

• Assists with scheduling meetings and takes minutes in meetings.

• Organizes and maintains filing systems.

• Screens visitors and telephone calls.

• 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.

Supervision Received

Specific supervision from the College Administrator.

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

Associate degree in Business Administration, Computer or Information Systems.

Licenses/Certifications

None.

Required Experience

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.

Equipment

Knowledge of the use of personal computer, word processing, spreadsheet, and database software. Standard office equipment.

Intermediate Excel Knowledge, particularly Excel, Word, Power Point, and proficient with the preparation of flyers and marketing materials.

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. UTRGV is a distributed institution, which requires presence at multiple locations throughout the Rio Grande Valley.

Other

Must have strong interpersonal, organizational, and verbal skills.

• Fast learner with the ability to adapt to new tasks and environments quickly.

• Highly organized to manage multiple tasks and deadlines efficiently.

• Attention to detail and problem-solving skills.

Physical Capabilities

N/A

Employment Category Full-Time Minimum Salary Commensurate with Experience Posted Salary Commensurate with Experience Position Available Date 03/05/2024 Grant Funded Position No If Yes, Provide Grant Expiration Date