Administrative Associate

Position InformationPosting NumberSRGV4361Working TitleADMINISTRATIVE ASSOCIATENumber of Vacancies1LocationEdinburg, TexasDepartmentOffice of the VP for Health AffairsFTE1.0FLSANon-ExemptScope of JobTo provide advanced and complex administrative support to the Office of Student Affairs for Health Affairs. 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 ReceivedGeneral 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 GivenSupervises and trains assigned clerical support personnel including work study and temporary employees.Required EducationAssociate degree in a related field or experience as outlined below.Preferred EducationAssociate degree in Office Management or related field.Licenses/CertificationsNone.Required ExperienceFour (4) years of office administrative experience. Experience may be substituted for education on a 1-on-1 basis.Preferred ExperienceExperience obtained in a higher education setting.EquipmentKnowledge of use of personal computer, word processing, spreadsheet, and database software. Standard office equipment.Working ConditionsNeeds 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.OtherMust have excellent interpersonal, organizational, and communication skills.Physical CapabilitiesN/AEmployment CategoryFull-TimeMinimum SalaryCommensurate with ExperiencePosted SalaryCommensurate with ExperiencePosition Available Date03/01/2020Grant Funded PositionNoIf Yes, Provide Grant Expiration DatePosting Detail InformationEEO StatementUTRGVis 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.UTRGVtakes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.Special Instructions to ApplicantsDear Applicant,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 BirthGenderEthnicity/RacePlease 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 InformationUTRGVis a distributed location institution and working location is subject to change based on need.AllUTRGVemployees 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/24064Posting Supplemental QuestionsRequired fields are indicated with an asterisk ().

Are you a current UTRGV employee?

Yes

No

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?

Yes

No

Applicant DocumentsRequired Documents

Resume

Optional Documents

Unofficial Transcripts

Reference Letter 1

Reference Letter 2

Reference Letter 3

Certifications and Licenses

Training Certificates

Other Document

List of 3 References

Unofficial Transcripts 2

Unofficial Transcripts 3

Letter of Interest

Additional Document