ADMINISTRATIVE ASSISTANT I

University of Texas Rio Grande Valley•Edinburg, TX

40d

About The Position

To provide skilled and routine administrative support to the head of a department and the departmental staff and/or faculty in an academic or non-academic area. Responsible to perform routine administrative support assignments for a department head. Maintains routine financial data, which includes monthly budget and status reports.

Requirements

Associate degree in a related field or experience as outlined below.
Two (2) year of office administrative experience.
Experience may be substituted for education on a 1-on-1 basis
Knowledge of the use of personal computer, word processing, spreadsheet, and database software.
Must have excellent interpersonal, organizational, and verbal skills.

Nice To Haves

Experience obtained within higher education.

Responsibilities

Provides direct administrative support to the administrator of a department.
Types letters, memos, reports, requisitions, and other material from notes and rough drafts.
Composes routine correspondence for the signature of the supervisor which requires knowledge of subject matter and/or departmental procedures.
Handles travel arrangements for supervisor and other office personnel.
Orders supplies and arranges for repair of equipment.
Reviews bookkeeping information and performs other routine bookkeeping tasks, including reconciliations.
May assist in the preparation of budgets, grant requests, class schedules and other periodic reports.
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.
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 departmental and supervisor calendar and prepares daily schedule.
Organizes and maintains filing systems.
Screens visitors and telephone calls.
Acts as a receptionist.
Receives, sorts and distributes mail.
May track vacation, arrange for back-up coverage and process time cards for any assigned employees.
Performs other duties as assigned.