"Assistant to the Dean"

Job ID 12033

Location

El Paso, TX

Full/Part Time Full-Time

Regular/Temporary Regular

About UTEP

UTEP is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve.

The University of Texas at El Paso is America’s leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 24,000 students are Hispanic, and more than half are the first in their families to go to college. UTEP offers 172 bachelor’s, master’s and doctoral degree programs at the only open-access, top-tier research university in America.

Position Information

Hiring Department: College of Education

Posting End Date: Open until filled. 

Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends

FLSA status: Exempt

Earliest Start Date:  07/01/2024.

Salary: $50,000 annually.

Required Application Materials:

• Resume
• Cover Letter
• List of three references

The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents’ performance objectives as outlined by the incumbents’ immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver’s license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

Purpose of Position

Summary: Provides advanced (senior-level) professional assistance for the Dean of the College of Education. Work involves coordinating or overseeing high level administrative operations of the Office of the Dean. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment and performs the following duties.

Essential Functions

Coordinates or oversees the high-level administrative operations of the Office of the Dean. Manages the reception area for the Dean's office. Performs complex and confidential secretarial functions for the Dean including word processing/typing of letters, memos, forms, policies, and procedures. Works with and assists the CAO in ad-hoc projects.

Handles confidential information. Provides administrative support for the Dean to include telephone coverage, copier projects (including overhead preparation and/or Power Point presentations), mail handling, supply control and necessary internal and external communication.

Develops and maintains internal and external contacts. Manages and maintains filing for the Office of the Dean and ensures files are up to date and clearly marked for easy access.

Assists the Dean in the arrangement of his/her schedule, using Microsoft Outlook and PDA applications, schedules appointments, and makes travel arrangements for the staff at the Office of the Dean.

Processes purchase orders, travel requests, time sheets and other business transactions in the financial system for the office of the Dean and as needed. Maintains adequate inventory of office supplies for the Dean's Office. Organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budgets.

Collaborates with Dean and Associate Deans to organize, prepare, attend, and take notes/minutes for meetings. Coordinates work with other governmental agencies and private organizations. Effectively communicates with executives and management from various domestic, international, public, and private organizations. Takes and transcribes dictation and composes and prepares confidential correspondence and reports.

Receives information from other departments and compiles data for the Dean.

Performs special projects and assignments as requested by the Dean.

Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

Complies with all State and University policies.

Some travel is required

Other duties may be assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required Qualifications:

Education: Bachelor’s Degree.

and

Experience: Five year’s experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience. 

Additional Information

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to walk and talk or hear. The employee is occasionally required to stand; sit; use hands to finger, handle, or feel and reach with hands and arms. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

The noise level for this work environment is usually moderate.

In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

The University of Texas at El Paso is an Equal Opportunity / Affirmative Action Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, or sexual orientation and gender in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee’s or prospective employee’s right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at eoaa@utep.edu.