Assistant To Vice President

Position Information

Hiring Department : Research & Innovation

Reports To: Assistant Vice President for Research Operations & Finance

Job Location: On-Site; El Paso, TX

Posting End Date: Open until filled. This posting may close once a sufficient number of qualified applications have been received.

Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends

FLSA status: Exempt

Earliest Start Date: As soon as possible.

Starting Salary : $58,000 annually; Commensurate with experience.

Required Application Materials

• Resume
• Cover Letter
• List of three references

Position Summary

Under limited supervision and with extensive latitude for the use of initiative and independent judgment, provides highly advanced (senior-level) professional assistance. Performs complex and specialized administrative work to facilitate and support the Vice President for Research and the operations of the department, while effectively handling a wide variety of demanding and confidential administrative duties. This multi-faceted role provides the opportunity for meaningful interaction with a broad range of campus and community members, to work on varied and fast-paced projects, and to support the office of Research & Innovation in fulfilling the university’s mission of access, excellence, and impact.

Statement of Duties and Responsibilities

Coordinates or oversees high-level administrative operations for the Vice President for Research & Innovation.

Serves as a liaison between the Vice President for Research & Innovation and the public, students, staff and other campus officials; maintain specialized knowledge of educational administration.

Provides administrative support for the Vice President for Research & Innovation and occasionally for the broader leadership team on projects, Power Point presentations, drafting, editing, mail handling, supply control and necessary internal and external communication. Assists with projects as requested by the Vice President for Research & Innovation.

Processes purchase orders, travel requests, time sheets and other business transactions in the financial system as needed. Maintains adequate inventory of office supplies. Organize programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.

Initiates and answers telephone calls; screen and direct visitors and calls to appropriate personnel.

Works with front office staff to ensure adequate support when others are out of the office.

Organizes, coordinates, and manages various departmental activities, projects and functions as directed. Plans and coordinates department events.

Provides information and assistance in person or by telephone regarding programs, policies, and procedures to faculty, staff, administrators, students, and the general public.

Assists the Vice President in review, development, and/or recommend changes of program policies and procedures.

Gathers, researches, and compiles complex statistical information for budget preparation and for preparation of narrative reports for such items as program and curriculum review, handles grant and state reporting.

Coordinates communication and activities with other departments and personnel, students, educational institutions, vendors, other outside organizations, and the public.

Develops and maintains internal and external contacts. Manages and maintains electronic filing system for the

Vice President for Research & Innovation and ensures files are up to date and clearly marked for easy access. Establish and maintain a variety of complex files and records.

Prepares agenda items for meetings; attends meetings, records minutes, prepares minutes for distribution and maintains records; reviews and proofs documents, records, and forms for accuracy, completeness and conformance to applicable rules and regulations;

Communicates extensively with management, faculty, staff, students, and the general public.

Handles confidential information regarding management, faculty, staff, and/or students and controversial matters.

Prepares and edits office correspondence as well as correspondence signed by the University President.

Oversees and updates the office website as necessary and serves as Vice President for Research & Innovation Office liaison to Marketing and Communications.

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

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

Proven ability to manage complex executive calendars, including coordination with faculty leadership, campus partners, and external stakeholders

Experience in discretion and professionalism in handling confidential personnel, student, faculty, and institutional matters

Complies with all State and University policies.

Other duties as assigned.

Supervisory Responsibilities

Carries out supervisory responsibilities in accordance with the organization's objectives, policies, and applicable laws.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required Qualifications

Education: Bachelor’s degree

and

Experience: Six years of experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience.

Preferred Qualifications

1-2 years of experience supporting senior academic or administrative leadership (Vice President, Provost, Dean, or equivalent)

Applicants Should Demonstrate

Experience managing or coordinating complex projects, programs, or initiatives involving multiple stakeholders.

Proven ability to improve administrative processes, workflows, or systems while exercising sound judgment and discretion.

Experience assisting with division-level operations, including coordination across departments, programs, or functional units.

Strong analytical and organizational skills, including preparing executive-level reports, presentations, or data summaries.

Why Pick UTEP

The University of Texas at El Paso (UTEP) is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve.

UTEP is America’s leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 26,000 students are Hispanic, and half are the first in their families to go to college. UTEP offers 170 bachelor’s, master’s and doctoral degree programs at the only open-access, top-tier research university in America.

This is an especially exciting time to join UTEP as it advances the goals of its 2030 Strategic Plan. Built around the institution’s core strengths—its location, its people, its supportive culture, and its community partnerships—the plan lays out a bold vision for the next decade, aimed at maximizing the University’s regional impact and national stature.

About the Division of Research & Innovation

The Research & Innovation division supports this world-class research enterprise by advancing transformative research excellence across campus and nurturing an innovative, cross-disciplinary culture. In all our work, we maintain a constant focus on our public mission of increasing access to excellent higher education and advancing discovery that positively impacts the health, culture, education, and economy of our region, the State of Texas, the nation, and the world. We do so by enabling the research success of our faculty and students through supporting the university research mission by providing research development, stewardship, compliance and safety services, and securing strategic external partnerships.

Miner Perks and Benefits

What UTEP Offers

• 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.

Disclaimer: Eligibility for perks and benefits may vary based on part-time or full-time employment.

Additional Information

Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.

The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents’ performance objectives as outlined by the incumbents’ immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver’s license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

The physical demands and work environment characteristics 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 must frequently stand and walk. The employee must regularly sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must lift and move up to 50 pounds.

The noise level for this work environment is usually moderate.

In keeping with its access, excellence, and impact mission, The University of Texas at El Paso is committed to a 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 Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, sexual orientation, or gender identity 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. Inquiries—including the filing of a Formal Complaint or reporting an incident—about the application of Title IX may be referred to the Title IX Coordinator, who can be reached by phone at (915) 747-8358, by email at ***email_hidden***, or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 223C.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at [email protected].