Assistant to the Vice President of Business Affairs

Position Information

Hiring Department: Office of the Vice President Business Affairs

Reports To: Vice President of Business Affairs

Job Location: El Paso (On Site)

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.

Salary: Commensurate with experience and education.

Required Application Materials

• Resume
• Cover Letter
• List of three references

Position Summary

Under limited supervision and 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 management and operations in the department, while effectively handling a wide variety of demanding and confidential administrative duties.

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

Coordinates or oversees the high-level administrative operations for the Vice President. Manages the reception area for the office.

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

Provides administrative support for the Vice President on projects, Power Point presentations, mail handling, supply control and necessary internal and external communication. Assists with projects as requested by the Vice President.

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

Initiate and answer telephone calls and screen and direct visitors and calls to appropriate personnel.

Schedule and confirm appointments and maintain the Vice President's calendar.

Coordinate, process, and manage travel arrangements for the Vice President, faculty, and others, to include conference registration, car rentals, and hotel. Prepares itinerary for travel arrangements.

Organize, coordinate, and manage various departmental activities, projects and functions as directed. Plans and coordinates department events.

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

Assist in annual budget preparations; maintain current college instructional program and state funded budget accounts; monitor budget expenditures.

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

Gather, research, and compile 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.

Coordinate 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 filing for the Vice President 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.

May supervise clerical and other office staff as needed.

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

Oversees and updates the office website as necessary.

Knowledge of…