Administrative Specialist II - Mining Engineering Program

University of Texas At El Paso • El Paso, TX

33d

About The Position

Summary: The Administrative Specialist II provides advanced administrative and program coordination support to the Mining Engineering Program housed in the Metallurgical, Materials and Biomedical Engineering (MMBME) department. This position manages departmental operations, scheduling, finances, personnel processes, and communication initiatives. The role requires independent judgment, organizational skills, and the ability to coordinate complex academic, financial, and programmatic functions with minimal supervision. Note: The primary accountabilities below 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 below. 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.

Requirements

• Education: Bachelor's degree or equivalent within the area of assigned responsibility.
• Experience: Two years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.
• Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

Nice To Haves

• Three years of administrative experience, preferably in higher education
• Experience with university-level scheduling, student hiring, or financial systems.
• Knowledge of institutional travel, purchasing, and HR procedures.
• Experience coordinating academic events, summer programs, or student outreach.
• Background in supporting research and grant administration.

Responsibilities

• General Office Management such as (i) Oversees office operations, staff assignments, and workflow efficiency, (ii) Ensures compliance with university administrative, financial, and recordkeeping policies, (iii) Maintains department records, databases, and digital filing systems for easy retrieval and audit readiness, (iv) Serves as a resource for faculty, staff, and students regarding departmental policies and procedures, (v) Performs other related duties as assigned.
• Departmental Operations and Scheduling including (i) Coordinates the department's academic, event, and meeting schedules, (ii) Prepares and updates semester course schedules and faculty teaching assignments through the scheduling system, (iii) Arranges departmental meetings, committee sessions, and special appointments; prepares agendas and records meeting minutes, (iv) Manages shared calendars and communicates important deadlines to faculty, staff, and students.
• Financial and Purchasing Management such as (i) Manages departmental accounts, including state, grant, and foundation budgets, (ii) Prepares monthly financial reconciliations and maintains detailed archived documentation, (iii) Oversees departmental purchasing, reimbursements, and procurement processes in compliance with university policies, (iii) Coordinates faculty and staff travel arrangements, including registration, transportation, and expense reporting.
• Personnel and Hiring Administration such as (i) Administrate graduate and undergraduate student hiring processes, onboarding, and position tracking, (ii) Provides administrative support for new faculty and staff recruitment, hiring, and orientation processes, (iii) Maintains records of graduate and undergraduate student records in departmental and university systems, (iv) Supports graduate student advising processes through progress tracking and record management and assists in communication between students, advisors, and graduate school offices.
• Event and Outreach Coordination including (i) Plans and executes departmental events like seminars, workshops, and open houses, (ii) Coordinates logistics for summer camps, outreach programs, and community engagement initiatives, (iii) Develops promotional materials such as flyers, newsletters, and announcements to support departmental visibility.
• Research and Grant Administration (i) Provides administrative assistance for grant and contract activities, including data collection, compliance documentation, and reporting, (ii) Maintains organized records for funded projects and monitors financial activity as directed.
• Complies with all State and University policies.
• Other duties may be assigned.

Benefits

• This position is full-time, temporary, contingent upon the availability of funds. Position with the possibility of extension, and may be eligible for full benefits, including medical. dental, and vision.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Educational Services
• Number of Employees: 1,001-5,000 employees