Administrative Assistant - Office of External Relations

Hiring Department

The University of Texas Permian Basin's Office of External Relations welcomes applications for the position of Administrative Assistant II.

Salary Range

$45,000.00 depending on qualifications.

Essential Functions

The Administrative Assistant II provides administrative support for the Vice President for External Relations and the activities in the External Relations Division including fundraising, community relations and events management. Coordinates administrative functions including contact with the public, making travel arrangements, scheduling appointments, meetings, and processing memoranda and approving information in Ad Astra. Database entry of donor contacts, and plans into the fundraising database. Composes correspondence to follow up with donors, volunteers, and staff for these constituencies. Answers questions, research answers, and/or refers to other offices. Responsible for writing/editing and coordinating numerous mass mailings to these constituencies. Represents the department by greeting guests and answering telephone calls from donors and university executives in a friendly, knowledgeable manner. This position works with a high degree of independence and initiative and is expected to be very knowledgeable in the technical functions and processes of the Advancement Office. Responsible for overall front office activities.

1. Ability to handle highly confidential material, understanding that all University information should only be disclosed to others who have a need to know for legitimate business reasons. Have the ability to exercise and apply sound judgment and decision-making skills, as well as the ability to maintain integrity and confidentiality of data.
2. Able to effectively communicate general information to the University constituency; however, some situations may require the ability to relay complex or adverse information with tact and diplomacy.
3. Able to effectively process forms; verify data for accuracy, completeness and compliance within established procedures; enter data into computer system, monitor, calculate and submit time sheets, maintain confidential files and data; identify problems and propose feasible solutions.
4. Ability to type, compose and edit correspondence, memos, letters, agendas and reports; revise schedules, forms, reports, records, and other information; prepare statistical information for use in reports.
5. Coordinate schedules, appointments, projects, travel arrangements and special events. Attend meetings and transcribe and distribute minutes.
6. Screens office calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; research information and office policies; assists the students, faculty, staff, vendors or visitors. Answer special requests or solve problems, routing to senior staff members as appropriate.
7. Proven effectiveness in dealing with a wide range of professionals, staff, and administrators.
8. Ability to balance priorities to accomplish assigned tasks within the required time frame and to be able to shift quickly between several tasks without loss of continuity.
9. Maintains and reconciles budgets for departmental institutional or work unit accounts, monitors expenditures and performs simple analysis on accounts, prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits, makes recommendations for purchases.
10. Serves as administrative liaison with other departments on campus and outside organizations and agencies concerning administrative policies, procedures and practices.
11. Adhere to the policies and procedures established by the Texas Board of Regents, Texas Higher Education Coordinating Board and the University of Texas of the Permian Basin.

Required Qualifications

1. Bachelor's degree*
2. Three (3) years of administrative assistant experience
3. Proficiency with Word, Excel, PowerPoint, and Outlook
4. *Experience considered in lieu of education

Preferred Qualifications

1. Experience in higher education fundraising.
2. Experience in event planning
3. Experience working in Ad Astra
4. Experience working in a university environment.
5. Proven strong people skills.

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.