ADMINISTRATIVE ASSISTANT II

ADMINISTRATIVE ASSISTANT II

Posting Number: SRGV8921

Number of Vacancies: 1

Location: Brownsville, Texas

Department: College of Fine Arts / Music

FLSA: Non-Exempt

Scope of Job:
To provide skilled administrative support and routine administrative support to the head of a large department and the departmental staff and/or faculty in an academic or non-academic area. Maintains financial data, which includes monthly budget and status reports.

Description of Duties:

• Provides direct administrative support to the administrator of a large department.
• Creates letters, memos, reports, requisitions, and other material based on generic direction.
• Prepares agenda for meeting, schedules meetings, records and distributes minutes of meetings.
• Handles travel arrangements for supervisor and other office personnel.
• Responsible for all routine administrative functions and correspondence.
• Composes letters, memos, reports, requisitions, research papers, class related papers, exams, and other material from rough drafts or notes from a superior.
• Acts as receptionist.
• Screens visitors and telephone calls.
• Makes appointments.
• Orders supplies and arranges for repair of equipment.
• Organizes and maintain records and filing systems.
• 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. Maintains a wide variety of academic, fiscal, personnel and administrative records and files consisting of confidential and official matters.
• Keeps and maintain inventory and personnel records.
• Receives, sorts and distributes mail.
• May assist in the preparation of budgets, grant requests, class schedules and other periodic reports.
• May track vacation, arrange for back-up coverage and process time cards for any assigned employees.
• Performs other duties as assigned.

Supervision Received:
General supervision from Chair or Director of a large Department with at least 10 regular FTE’s.

Supervision Given:
May supervise support staff and temporary employees.

Required Education:
Associate degree or experience as outlined below.

Preferred Education:
None.

Licenses/Certifications:
None.

Required Experience:
Three (3) years 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.

Working Conditions:
Needs to be able to successfully perform all required duties. Work is performed primarily in a general office environment. 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. The role includes availability for work beyond regular office hours, including evenings and weekends, as needed. UTRGV is a distributed institution, which requires presence at multiple locations throughout the Rio Grande Valley.

Other:
Must have excellent customer service, interpersonal, organizational, and verbal skills.

Physical Capabilities: N/A

Employment Category: Full-Time

Minimum Salary: Commensurate with Experience

Posted Salary: Commensurate with Experience

Position Available Date: 04/08/2026

Grant Funded Position: No