This position supports the Development Department in all activities required to cultivate and generate private funding for The University of Texas of the Permian Basin.
Under limited supervision of an assigned supervisor, this position provides personal clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis. Keeps official records and executes administrative policies determined by or in conjunction with other officials. Supervises the workflow for the department administrative or clerical staff; assigns duties and prepares documentation for payroll; supervises various office management functions, including scheduling and preparing staff departmental meetings, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities; may develop and implement methods and procedures for monitoring work activities, and recommends measures to improve methods, performance, and quality of product or service. Provides clerical and administrative support for management and department staff, including initiating, drafting, and proofreading correspondence, preparing letters or memorandums, disciplinary reports, hiring requests, and purchase requisitions; compiles, generates and distributes reports, as needed or requested; files correspondence and other records; responds to correspondence independently when possible; routes priority mail to director. Represents UTPB in the broader community and interacts with donors on a regular basis. Acts as a liaison for management by effectively interacting with faculty, students and campus personnel. This position may be responsible for ensuring a timely and accurate processing of personnel action paperwork; maintains attendance reports for classified and AP personnel; acts as custodian of university documents and records; reconciles monthly financial statements; prepares monthly fundraising report and pledge reminders. Arranges programs, events, conferences, trainings, and meetings by arranging for facilities (and caterer), issuing information or invitations, coordinating speakers, and controlling event budget; arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested. May supervise or perform the reception activities, which include meeting and greeting visitors or customers, answering telephones, giving general information, or routing incoming calls to the appropriate personnel. Maintains a high degree of confidentiality on all sensitive information this position is privy to; manages supervisor calendars and independently schedules appointments and performs other assigned duties as required.
Other related functions as assigned.
High school with at least four years of Administrative Assistant I or comparable experience.Knowledge of all business machines; PC and all applicable software and database; knowledge of Windows Office software Equivalent combination of relevant education and experience may be substituted as appropriate.
Associates degree and more than four years as Administrative Assistant I or comparable experience. knowledge of Raisers Edge Fundraising software preferred.
May work around standard office conditions Repetitive use of a keyboard at a workstation Climbing of stairs Lifting and moving Some travel, weekend and evening hours