Administrative Specialist II Mining Engineering Program

Administrative Specialist II Mining Engineering ProgramJob ID: 14486Location: El Paso, TXFull/Part Time: Full TimeRegular/Temporary: RegularPosition InformationHiring Department: https://www.utep.edu/engineering/Posting End Date: Open until filledHours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility may be required on evenings and weekendsFLSA status: ExemptEarliest Start Date: As soon as possible.Salary: $41,520 Commensurate with experience.Required Application Materials:• Resume• Cover Letter• List of three referencesNote: 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.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.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.Position SummarySummary: 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.Statement of Duties and 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.Standard office environment may require occasional evening or weekend hours for departmental events.Occasional local travel within city limits to procure supplies or support events.Knowledge of all Microsoft Office software and able to learn and use institutional software systems.Complies with all State and University policies.Other duties may be assigned.Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.QualificationsQualifications 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Required Qualifications:Education: Bachelor's degree or equivalent within the area of assigned responsibility.andExperience: Two years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.Preferred Education/Experience:Three years of administrative experience, preferably in higher educationExperience 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.Why Pick UTEPStatement of Duties and 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.Standard office environment may require occasional evening or weekend hours for departmental events.Occasional local travel within city limits to procure supplies or support events.Knowledge of all Microsoft Office software and able to learn and use institutional software systems.Complies with all State and University policies.Other duties may be assigned.Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.QualificationsQualifications 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Required Qualifications:Education: Bachelor's degree or equivalent within the area of assigned responsibility.andExperience: Two years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.Preferred Education/Experience:Three years of administrative experience, preferably in higher educationExperience 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.Why Pick UTEPStatement of Duties and 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.Standard office environment may require occasional evening or weekend hours for departmental events.Occasional local travel within city limits to procure supplies or support events.Knowledge of all Microsoft Office software and able to learn and use institutional software systems.Complies with all State and University policies.Other duties may be assigned.Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.QualificationsQualifications 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Required Qualifications:Education: Bachelor's degree or equivalent within the area of assigned responsibility.andExperience: Two years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.Preferred Education/Experience:Three years of administrative experience, preferably in higher educationExperience 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.Why Pick UTEPStatement of Duties and 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.Standard office environment may require occasional evening or weekend hours for departmental events.Occasional local travel within city limits to procure supplies or support events.Knowledge of all Microsoft Office software and able to learn and use institutional software systems.Complies with all State and University policies.Other duties may be assigned.Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.QualificationsQualifications 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Required Qualifications:Education: Bachelor's degree or equivalent within the area of assigned responsibility.andExperience: Two years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.Preferred Education/Experience:Three years of administrative experience, preferably in higher educationExperience 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.Why Pick UTEPhttps://www.utep.edu/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.The University of Texas at El Paso 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 24,000 students are Hispanic, and more than half are the first in their families to go to college. UTEP offers 172 bachelor's, master's and doctoral degree programs at the only open-access, top-tier research university in America.https://www.utep.edu/engineering/The College of Engineering at the University of Texas at El Paso (UTEP) is dedicated to fostering innovation, education, and research in engineering and technology. With a mission to prepare the next generation of engineers, the college offers a wide range of undergraduate, graduate, and doctoral programs across various disciplines. Its diverse faculty and cutting-edge research facilities drive discoveries and solutions to real-world challenges, contributing to advancements in science, technology, and the overall growth of the Border Region. UTEP's College of Engineering is committed to academic excellence, community engagement, and shaping the future of engineering.Additional InformationPhysical Demands: 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 sit; use hands to feel; and reach with hands and arms. The employee is occasionally required to stand; walk; and talk or hear. The employee must regularly be able to lift and move up to 50 lbs.Work Environment: 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 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 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, 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 mailto:titleix@utep.edu, or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 312.For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at mailto:eoaa@utep.edu.To apply, visit https://apptrkr.com/6734881jeid-3802f6a476cfd34bb748e89601020cf6