Administrative Assistant - Event Management

The University of Texas Permian Basin welcomes applications for the position of Administrative Assistant with our Event Management Department

Salary Range

$35,000.00 depending on qualifications

Essential Functions

This position is a clerical role focusing on superior customer service and efficient administrative processing. Position heavily involves managing a large number of requests for events and reservations at the University and will be the main scheduler and manager of the University's reservation and event management software.

In addition, the position will support the Event Management team in all aspects of event planning and execution as needed, and answer questions and provide information and direction by phone and email. Daily interactions with the public and college or department office constituencies require diplomacy, judgment, and an understanding of the University's Values. Work assignments are performed in a self-directed manner.

1.Perform day-to-day clerical and administrative functions in support of the Event Management office. This may include record keeping, database management, appointment setting, preparation of reports, and receptionist type duties.

2.Be the primary resource for general questions about events and scheduling.

3.Manage the University's master calendar and reservation/scheduling software system.

4.Accurately maintain event records, including the ability to protect the confidentiality of sensitive information.

5.Provides support for the events team, faculty, and staff members with facility room requests using the reservations software platform.

6.Ensure that all required supplies and materials in the office are available as needed and that equipment is in good working order.

7.Answer special requests and solve problems while routing to other staff and leadership when appropriate.

Required Qualifications

1.Associates Degree *

2.Two (2) years of customer service or reservationist experience in an administrative setting.

3.Computer Competency.

4.Strong analytical abilities.

5.Solid communications skills.

6.Ability to multi-task and thrive in a team environment.

• Additional experience will be considered in lieu of education

Preferred Qualifications

1.Experience in office management, reservations, scheduling, or event planning.

Additional Information

Required Application Materials

1.Cover Letter

2.Résumé

3.List of References

4.Transcripts (Preferred)

5.Letters of Recommendation (Preferred)

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.

Schedule

Generally, the normal work hours for the university are Monday through Thursday, 7:30 - 5:30 pm; Friday, 8:00 am - 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.

Standard Working Conditions

1.Able to lift various materials up to 25 pounds on an occasional basis.

2.Able to bend, crouch, and reach continuously.

3.Physically able remain seated, frequently to continuously.

4.Able to remain standing up to 15% of the time.

5.Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.

6.Standard working conditions may differ depending on department and occupation

University Benefits

1.UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.

2.Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.

3.You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.

4.Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!

5.Our benefits package, along with an ample leave policy, make for a great total compensation package.

About the University

The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973.

The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country - full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin - which every year, delivers smart, savvy leaders across the U.S.

As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas.

Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.

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Thank you for your consideration in today's job market. We look forward to connecting with you more in the future.