Location: Edinburg,TX, USA
Position InformationPosting NumberSRGV7865Working TitleADMINISTRATIVE ASSISTANT IINumber of Vacancies1LocationEdinburg, TexasDepartmentSchool of Social WorkFTE1FLSANon-ExemptScope of JobTo provide skilled administrative support and routine administrative support to the head of a large department and the departmental staff and/or faculty in an academic or non-academic area. Maintains financial data, which includes monthly budget and status reports.Description of DutiesProvides direct administrative support to the administrator of a large department.Creates letters, memos, reports, requisitions, and other material based on generic direction.Prepares agenda for meeting, schedules meetings, records and distributes minutes of meetings.Handles travel arrangements for supervisor and other office personnel.Responsible for all routine administrative functions and correspondence.Composes letters, memos, reports, requisitions, research papers, class related papers, exams, and other material from rough drafts or notes from a superior.Acts as receptionist.Screens visitors and telephone calls.Makes appointments.Orders supplies and arranges for repair of equipment.Organizes and maintain records and filing systems.May assist in processing various student forms and requests for the appropriate review and approvals.May provide general program information and materials to students and/or direct students to the appropriate student services resources.May assist in coordination, planning, and/or staffing of departmental meetings and events as needed for outreach, recruitment & education, pinning ceremonies, orientations, conferences, and other school activities.Processes personnel actions upon direction of the supervisor.Monitors complex records and prepares reports from a variety of materials.Monitors expenditures and income against the budgets, maintains accurate accounting ledgers and facilitates monthly reconciliations of accounts. Maintains a wide variety of academic, fiscal, personnel and administrative records and files consisting of confidential and official matters.Keeps and maintain inventory and personnel records.Receives, sorts and distributes mail.May assist in the preparation of budgets, grant requests, class schedules and other periodic reports.May track vacation, arrange for back-up coverage and process time cards for any assigned employees.Performs other duties as assigned.Supervision ReceivedGeneral supervision from Chair or Director of a large Department with at least 10 regular FTE's.Supervision GivenMay supervise support staff and temporary employees.Required EducationAssociate degree in a related field or experience as outlined below.Preferred EducationNone.Licenses/CertificationsNone.Required ExperienceThree (3) years of office administrative experience. Experience may be substituted for education on a 1-on-1 basis.Preferred ExperienceExperience obtained within higher education. Bilingual (English/Spanish).EquipmentKnowledge of the use of personal computer, word processing, spreadsheet, and database software. Standard office equipment. Proficiency with Microsoft Office, particularly Excel, Word, and PowerPoint, and knowledgeable about software to prepare flyers or marketing materials.Working ConditionsNeeds to be able to successfully perform all required duties. Excellent, professional office environment; some travel and weekend work is required. Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.OtherMust have excellent customer service, interpersonal, organizational, and verbal skills. Strong organizational skills and time-management skills. Ability to adapt to new tasks and environments quickly. Strong interpersonal skills to work effectively with faculty, staff, students, and other customers.Physical CapabilitiesN/AEmployment CategoryFull-TimeMinimum SalaryCommensurate With ExperiencePosted SalaryCommensurate with ExperiencePosition Available Date10/28/2024Grant Funded PositionNoIf Yes, Provide Grant Expiration DatePosting Detail InformationEEO StatementIt is the policy of The University of Texas Rio Grande Valley to promote and ensure equal employment opportunities for all individuals without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or protected veteran status. In accordance with the requirements of Title VII of the Civil Rights Act of 1964, the Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, as amended, our University is committed to comply with all government requirements and ensures non-discrimination in its education programs and activities, including employment. We encourage women, minorities and differently abled persons to apply for employment positions of interest.Special Instructions to ApplicantsDear Applicant,Human Resources will not be held responsible for redacting any confidential information from the documents you attach with your application. The confidential information includes the following:Date of BirthGender*Ethnicity/RacePlease make sure that you omit this information prior to submission. We are advising that Human Resources will be forwarding your application to the department as per your submission. The University of Texas Rio Grande Valley reserves the right to discontinue accepting applications prior to the stated close date of this position, after meeting the posting requirement of three (3) calendar days.If you have any questions, please visit our Careers site at for detailed contact information.Additional InformationUTRGV is a distributed location institution and working location is subject to change based on need.All UTRGV employees are required to have a criminal background check ( CBC ). Incomplete applications will not be considered.Substitutions to the above requirements must have prior approval from the VP of HR & Talent Development .Quick Link Supplemental QuestionsRequired fields are indicated with an asterisk (*).Are you a current UTRGV employee?YesNoAre you now, or previously, employed by The University of Texas System or any of its institutions?Yes - I currently am employed by the UT System or its institutionsYes - I have previously been employed by the UT System or its institutionsNo - I have never been employed by the UT System or its institutionsPlease select your highest level of completed education.6th grade education10th grade educationHigh School Diploma or GEDAssociates Degree, Technical, or Trade School Degree/Certification or 60 Hours of College HoursBachelors Degree from an accredited universityMasters Degree from an accredited universityPh. D. or other terminal degree from an accredited universityNone of the abovePlease provide the field of study for your education:(Open Ended Question)Please indicate the number of years of work experience you have directly related to the position in which you are applying for:Less than 1 year1 year2 years3 years4 years5 years6 years7 years8 years9 years10 yearsOver 10 yearsDo you meet the minimum requirements for this position?YesNoApplicant DocumentsRequired DocumentsResumeOptional DocumentsCover Letter/Letter of ApplicationCurriculum VitaeUnofficial TranscriptsReference Letter 1Reference Letter 2Reference Letter 3Certifications and LicensesTraining CertificatesOther DocumentList of 3 ReferencesUnofficial Transcripts 2Unofficial Transcripts 3Letter of InterestUnofficial Graduate TranscriptsAdditional Document