Admin Services Manager

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Under general supervision, this position has managerial responsibility for the efficient and effective operation of the administration of the Assistant Vice President for Student Financial Services (AVP/SFS), with latitude for the use of initiative, independent thinking, and decision-making as it relates to this role.

Essential Functions

Provides primary clerical and administrative support for AVP/SFS that includes initiating, drafting, and proofreading correspondence; preparing letters, emails, or memoranda; files correspondence and other records; responds to correspondence independently when possible; routes priority mail to Senior Leadership Staff.

Maintains an effective and outstanding level of customer service within the office by continuously updating calendars, front desk directories, and informing staff of any pertinent campus events.

Ensures efficient departmental flows by assessing and coordinating appropriate staffing (e.g. daily staffing, vacation calendars, etc.) and notifies appropriate senior staff members of any scheduling conflicts, as needed.

Communicates and collaborates effectively with Human Resources Office, Payroll and Accounts Payable Departments to process transactions and troubleshoot any issues related to those areas.

Processes new appointments or changes in appointments via an internal HR system; and payment vouchers for training or education reimbursements. Tracks work orders and inputs employment data; conducts account reconciliation and budget-monitoring authority for accounts specific to the Assistant Vice President SFS and the SFS unit.

Oversees the travel arrangements and processes related costs and accommodations in compliance with university policies. Arranges detailed travel plans and itineraries for SFS staff members. Manages travel expense reporting, accounting, and compliance.

Represents the AVP/SFS Office by effectively interacting and assisting internal and external customers, including fellow colleagues and staff.

Creates and secures accurate Budget Excel Spreadsheets that are updated regularly and maintains a running balance of each of the account numbers for both the AVP/SFS and SFS unit. This includes reconciling numerous accounts at the end of each month.

Serves as human resources liaison by processing personnel action paperwork in conjunction with established policies and procedures. Ensures timely and accurate processing of personnel action paperwork; manages job postings on UTEP's Hand Shake website; maintains personnel training files, and tracks new and current personnel training; acts as custodian of university documents and records.

Assists the AVP/SFS and SFS unit with programs, events, conferences, trainings, and meetings by arranging for facilities (and caterer), issuing information or invitations, coordinating speakers, and managing event budget.

Maintains records and organizes filing and archive systems to facilitate the expeditious retrieval of information as requested by senior leadership of the SFS unit.

Assures physical and electronic files are up to date and clearly marked for easy access through the imaging system.

Responsible for overseeing office mail; and package shipping and receiving.

Supervises student hourly and work-study front desk staff.

Manages calendars and independently schedules appointments.

Provides clerical and administrative support for senior leadership staff as requested.

Maintains a high degree of confidentiality on all sensitive information. Complies with all Federal, State, and University policies.

Answers and refers telephone calls, emails, and other inquires to ensure accurate and timely communication.

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

Other duties as assigned.

Required Qualifications

Manages all administrative activities and functions for the AVP/SFS which includes preparing purchase requisitions, paying invoices from third-party vendors, and generating expense reports, as needed or requested. To be able to perform this job successfully, the individual must be able to carry out each of the essential duties listed, be accurate and thorough, and follow through on all assignments.

Bachelor's degree from a four-year college or university within area of assigned responsibility.

Three years related experience to the statement of duties and responsibilities or equivalent combination of education and experience.

The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Excellent written and oral communication skills, including the ability to exercise tact, empathy and discretion when dealing with students, families, staff, and faculty.
• Ability to provide outstanding customer service at all times.
• Demonstrated ability to set priorities, manage time, and workflow; and to manage multiple, concurrent high priority projects in a time-pressured environment.
• Strong organizational skills.
• Demonstrated analytical and critical thinking skills; use of solid judgment.
• Sensitive to cultural diversity and ability to communicate and interact effectively with people of all ages and identities.

Preferred Qualifications

Experience working in a college/university setting.

Extensive knowledge of working with financial transactions and third-party vendors.

Familiarity with the PeopleSoft and/or Banner.

Working Conditions

The physical demands 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 regularly required to walk, sit, and talk or hear. The employee must occasionally lift and move up to 50 pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate and interruptions can be frequent.

EO/AA Statement

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 [email protected].