Under the supervision of the Department Chair and the Administrative Assistant, this position provides clerical and administrative services and assistance requiring occasional discretion and judgment.
Screens telephone calls and visitors, ascertaining who can be redirected to the Department Chair or other offices. Provides information to callers, requiring detailed knowledge of area of responsibility and general knowledge of company policies and operations. Screens correspondence; routes priority mail to the Administrative Assistant; greets and assists visitors. Maintains the Department Chair's calendar, scheduling meetings and appointments without clearance on occasion. May arrange travel and hotel accommodations as necessary. May provide clerical and administrative support to department staff, maintaining a high degree of confidentiality on all sensitive information this position is privy to, and additionally making copies and scans to instructors as needed. Acts as custodian of University documents and records to include distribution and collection of course evaluations, textbook orders, semester office hours for faculty and other semester related tasks. Prepares memorandums, reports and gets necessary document approvals; composes, prepares, proofreads confidential correspondence, reports and other complex documents, files and correspondence. Outlines and explains University procedures and policies to supervisory workers, and monitors compliance; creates and maintains database and spreadsheet files. Complies with all State and University policies. May maintain supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing an expediting orders for supplies and verifying receipt of supplies.
Other related functions as assigned.
One year of certificate from college or technical school within area of assigned responsibility; and two years related experience and training; or equivalent combination of education and experience.
Bilingual (English/Spanish) preferred. Must have the ability to work well in a fast paced environment and possess excellent business acumen. computer knowledge within area of assigned responsibility preferred. Ability to effectively present information and respond to questions from UTEP faculty, staff, students, customers, and the general public. Must have sufficient oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as, provide assistance with incoming telephone calls and walk-ins, as described above.
May work around standard office conditions Repetitive use of a keyboard at a workstation