Administrative Associate (Utrgv Employees Only)

To provide advanced and complex administrative support to a supervisor in a key administrative position. Responsible for many complex office decisions and administrative supervision of a medium to large size department, with minimal direction. Maintains financial data, which includes monthly budget and status reports.

Description of Duties

• Performs administrative duties related to work of large department or large administrative unit reporting to a key administrative or executive position.

• Maintains departmental records, property inventory, personnel files, employee time records and leave balances.

• Prepares agenda for meeting, schedules meetings, records and distributes minutes of meetings.

• 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.

• Processes purchase requisitions and orders, travel requests and reimbursements.

• Develops 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.

• Drafts, types and issues departmental paperwork such as travel, employment, budget, facilities and property documents, and general correspondence.

• Advises departmental employees on policies and procedures.

• Maintains a wide variety of complex academic, fiscal, personnel and administrative records and files consisting of confidential and official matters.

• Requests departmental supplies and maintains control of supplies and inventory.

• Schedules travel and meetings for departmental personnel.

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

• Supervises clerical staff members, including monitoring the workload, work priorities and evaluating job progress.

• Performs receptionist duties, answers telephone, takes messages, greets visitors, screens calls and visitors, and makes appointments.

• Performs other duties as assigned.

Supervision Received

General supervision by the Dean of a College, Assistant or Associate Vice President, an Executive Director or the Chief of a department with significant institutional impact and a staff of more than 25 FTE's.

Supervision Given

Supervises and trains assigned clerical support personnel including work study and temporary employees.

Required Education

Associate degree in a related field or experience as outlined below.

Preferred Education

Associate degree in Office Management or related field.

Licenses/Certifications

None.

Required Experience

Four (4) years of office administrative experience. Experience may be substituted for education on a 1-on-1 basis.

Applicant must be a current UTRGV Employee to be eligible for this position.

Preferred Experience

Experience obtained in a higher education setting.

Applicant currently holds a comparable position at UTRGV.

Equipment

Knowledge of 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, professional 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 communication skills.

Physical Capabilities

N/A

Employment Category Full-Time Minimum Salary Commensurate with Experience Posted Salary Commensurate with Experience Position Available Date 05/31/2024 Grant Funded Position No If Yes, Provide Grant Expiration Date