The University of Texas at El Paso · 4 hours ago
Administrative Specialist I - College of Science
El Paso, TX
Full-time
Onsite
Mid Level
$38K/yr - $38K/yr
4+ years expThe University of Texas at El Paso (UTEP) is a comprehensive public research university that is increasing access to excellent higher education. The Administrative Specialist I provides clerical and administrative support for the College of Science, assisting with various tasks such as tracking expenses, onboarding processes, and maintaining records.
EducationHigher EducationUniversities
Responsibilities
Provides personal clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis
Keeps official corporation records and executes administrative policies determined by or in conjunction with other officials
Assists with tracking expenses, reconciling the cost centers, and fixing discrepancies for the Dean’s office
Provides support for onboarding process and procedures
Responsible for processing payments, reimbursements, POs, and investigates problems with vendors or purchasing agents
Assist with Procurement Card (Pro Card) reconciliation to verify receipts and reconcile all transactions in PeopleSoft and update the Transaction Log for each statement period
Support College Administrative Officer with special projects, prepare reports, among other responsibilities
Assists with onboarding and employee training to improve efficiency and ensure conformance to standard procedures and practices
Assists with monitoring under supervision: cash advances, accounts payable, and receivables to ensure that payments are up to date
Identifies issues and escalates work problems as needed; implements measures to improve production methods and to motivate workers
Serves as point of contact and routes inquiries between department and internal or external customers
Reviews records to ensure completeness, accuracy, and timeliness
Continuously follow up on all transactions to ensure everything is processed in a timely manner
Codes data for input to financial data processing system according to University accounting procedures
Maintains records in accordance with policies designed to facilitate effective and efficient handling of records; ensures compliance with policies, procedures, and practices for systematic retention, protection, retrieval, transfer, and disposal of records
Assists in the training and supervision of clerical personnel
Performs periodic and as needed inventory of office equipment and supplies; generates purchase orders for new equipment or arranges for surplus equipment to be removed from premises
Knowledge of all Microsoft Office software and able to learn and use institutional software systems
Maintains front-facing presence in office lobby and conference rooms to manage visitors and incoming materials
Ensures the office lobby, conference rooms, and kitchenette area are well kept, organized, and maintained to welcome guests and to promote a positive work environment
Coordinates front office functions, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities
Ensure accurate and timely communications (incoming calls, departmental email) are facilitated as directed
Maintain conference room calendar
Maintains responsibility for general support functions to the department
Assists with coordination/management of event logistics
Prepares documents and materials for meetings
Maintains records and organizes filing and archive systems to facilitate the expeditious retrieval of information
Maintains a high degree of confidentiality on all sensitive information this position is privy to
Complies with all State and University policies
Other duties may be assigned
Qualification
Required
Associate's degree or equivalent from two-year college or technical school within area of assigned responsibility
Four years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience
Preferred
Experience in an office setting (particularly a higher education setting)
Bachelor's in Business Administration, accounting or finance
Previous accounting experience
Previous experience with event management
Benefits
Benefit Package includes: Medical, Prescription, Life Insurance and Wellness platform
Voluntary Benefits: Dental, Vision, Additional life insurance, UT Flex, Short and Long - term disability plans
Retirement Programs
Longevity Pay
Paid Vacation & Sick Leave
Paid Holidays
Employee Discounts & Perks
Employee Education Assistance program
And much more! Visit our Benefits Summary Page for more information on our additional benefits.
Company
The University of Texas at El Paso
The University of Texas at El Paso.
1001-5000 employees
H1B Sponsorship
The University of Texas at El Paso has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (17)
2024 (6)
2023 (24)
2022 (34)
2021 (36)
2020 (36)
Funding
Current Stage
Late StageTotal Funding
$2.8MKey Investors
Google.orgNational Cancer InstituteU.S. Department of Education
2024-06-04Grant· $1M
2023-04-06Grant· $1M
2022-09-13Grant· $0.55M
Leadership Team
Guadalupe V.
Senior Assoc. Vice President for Business Affairs/Deputy Chief Financial Officer, CGFM
Mark McGurk
CFO/Vice President for Business Affairs, CPA, CGFM
Recent News
2025-10-14
News-Medical.Net
2025-08-17
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