Administrative Assistant II - Human Resources

Hiring Department

Human Resources

Essential Functions

The Administrative Assistant plays an essential role in supporting the daily operations of the Human Resources team, delivering high-quality customer service while ensuring efficient and accurate administrative processing. This position handles a high volume of confidential information with care and discretion and serves as a key point of contact for faculty, staff, students, and other university offices. The Administrative Assistant works closely with HR staff, hiring managers, and campus partners to maintain records, schedule meetings, assist with onboarding, and uphold HR standards and compliance. This is an ideal opportunity for someone who is detail-oriented, approachable, and committed to supporting the university's values through professionalism and service.

1. Screen office calls, visitors, and mail, including serving as a backup to other college offices when needed, along with assisting faculty, other staff, and students with routine requests.
2. Provide assistance to members of the Human Resources team when necessary.
3. Assist the director in scheduling appointments and coordinating meetings.
4. Assist with prior State Service records and entering information in PeopleSoft.
5. Assist with Employment Verification requests.
6. Ensure personnel records are maintained accurately and kept secure.
7. Ensure the office has all necessary supplies and equipment.
8. Provide support when needed to other staff and leadership.
9. Collaborate with hiring managers and search committees to ensure a smooth and efficient onboarding process.
10. Facilitate the onboarding process for new hires, including orientation sessions and paperwork completion.
11. Maintain New Hire spreadsheet and ensure E-Forms are submitted timely.
12. 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.

Required Qualifications

1. Associate degree*
2. Three (3) years of administrative assistant experience
3. Excellent communication skills, including verbal and professional writing skills
4. Proficiency in office/clerical skills, including typing, filing systems, use of the Microsoft Office software products as they apply to office administration
5. *Experience may be considered in lieu of education.

Preferred Qualifications

1. Bachelor's degree
2. One (1) year of benefits management related experience

Additional Information

Required Application Materials

1. Cover Letter
2. Resume
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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