Administrative Manager for COS

Position Information

Hiring Department: College of Science

Reports To: College Administrative Officer

Job Location: Onsite, 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.

Salary: $45,680 annually

Required Application Materials:

• Resume
• Cover
  Letter
• List of three references

Note: This is a full time, temporary contingent upon availability of
funds position with a possibility of extension and is eligible for full benefits, including medical, dental, and vision. Funded from July
1,2026- Sept 1, 2026.

Position Summary

Under
general supervision, this position has managerial responsibility for the efficient and effective operation of the administration of
designated department and supervises administrative staff, with considerable latitude for the use of initiative and independent judgment.

Statement of Duties and Responsibilities:

Responsible for tracking expenses, reconciling the cost centers,
and fixing discrepancies for the Dean’s office.

Provides support for onboarding process and procedures.

Responsible for
processing payments, reimbursements, POs, and investigates problems with vendors or purchasing agents.

Assist with Procurement Card
(Pro Card) reconciliation to verify receipts and reconcile all transactions in PeopleSoft and update the Transaction Log for each statement
period.

Support College Administrative Officer with special projects, prepare reports, among other responsibilities.

Directs
employee training to improve efficiency and ensure conformance to standard procedures and practices.

Monitors cash advances,
accounts payable, and receivables to ensure that payments are up to date.

Analyzes and resolves work problems; implements measures
to improve production methods and to motivate workers.

Acts as liaison between department and internal or external customers.

Reviews records to ensure completeness, accuracy, and timeliness. Continuously follow up on all transactions to ensure everything is
processed in a timely manner.

Codes data for input to financial data processing system according to University accounting
procedures.

Administers records management policies designed to facilitate effective and efficient handling of records; ensures
compliance with policies, procedures, and practices for systematic retention, protection, retrieval, transfer, and disposal of records.

Assists in the training and supervision of clerical personnel.

Performs periodic and as needed inventory of office equipment and
supplies; generates purchase orders for new equipment or arranges for surplus equipment to be removed from premises.

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

Maintains front-facing presence in office
lobby and conference rooms to manage visitors and incoming materials.

Ensures the office lobby, conference rooms, and kitchenette
area are well kept, organized, and maintained to welcome guests and to promote a positive work environment.

Coordinates front office
functions, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities.

Ensure
accurate and timely communications (incoming calls, departmental email) are facilitated as directed.

Maintain conference room
calendar

Maintains responsibility for general support functions to the department.

Assists with coordination/management of
event logistics

Prepares documents and materials for meetings

Maintains records and organizes filing and archive systems to
facilitate the expeditious retrieval of information.

Maintains a high degree of confidentiality on all sensitive information this
position is privy to.

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. Responsibilities include interviewing, hiring, and managing consultants; interviewing, hiring, and training employees;
planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving
problems.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions

Required Qualifications:

Education: Bachelor’s degree from four
year college or university within area of assigned responsibility.

and

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

Preferred Qualifications:

Preferred Education: Bachelor’s in accounting or finance

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 Department

Vision

The College of
Science (COS) envisions itself as a dynamic community of science and mathematics faculty and students engaged in innovative research and
learning with global impact, recognizing our special role as a leader in this binational community.

Mission

• To recruit, inspire, and develop a new generation of scientists and mathematicians, dedicated to the highest principles of Science,
  and educated in the environmental, health and economic challenges of the border region.
• To lead by example, promoting effective and
  self-sustaining research programs, encouraging student participation, and providing a national forum for addressing the special problems of
  our region.
• To work to educate all university students and the community at large, increasing the level of awareness of scientific
  issues, and providing a knowledge resource to citizens and government alike.

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 titleix@utep.edu, 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 eoaa@utep.edu.

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