Administrative Specialist II – Mining Engineering Program

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University of Texas at El Paso (UTEP) is a comprehensive public research university that increases access to excellent higher education. It 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. With 24,000 students, 84% are Hispanic, and more than half are first‑generation college students. UTEP offers 172 bachelor’s, master’s and doctoral degree programs, and is a top‑tier research university with open access.

Hiring Department: College of Engineering

Posting End Date: Open until filled

Hours: 40 hours per week, Monday‑Friday 8:00 a.m.–5:00 p.m.; flexibility may be required on evenings and weekends

FLSA status: Exempt

Earliest

Start Date:

As soon as possible

Salary: $41,520, commensurate with experience

• Resume
• Cover Letter
• List of three references

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. The role manages departmental operations, scheduling, finances, personnel processes, and communication initiatives. It requires independent judgment, organizational skills, and the ability to coordinate complex academic, financial, and programmatic functions with minimal supervision.

• Oversee office operations, staff assignments, and workflow efficiency
• Ensure compliance with university administrative, financial, and record‑keeping policies
• Maintain department records, databases, and digital filing systems for easy retrieval and audit readiness
• Serve as a resource for faculty, staff, and students regarding departmental policies and procedures
• Perform other related duties as assigned

• Coordinate the department’s academic, event, and meeting schedules
• Prepare and update semester course schedules and faculty teaching assignments through the scheduling system
• Arrange departmental meetings, committee sessions, and special appointments; prepare agendas and record meeting minutes
• Manage shared calendars and communicate important deadlines to faculty, staff, and students

• Manage departmental accounts, including state, grant, and foundation budgets
• Prepare monthly financial reconciliations and maintain detailed archived documentation
• Oversee departmental purchasing, reimbursements, and procurement processes in compliance with university policies
• Coordinate faculty and staff travel arrangements, including registration, transportation, and expense reporting

• Administrate graduate and undergraduate student hiring processes, onboarding, and position tracking
• Provide administrative support for new faculty and staff recruitment, hiring, and orientation processes
• Maintain records of graduate and undergraduate student records in departmental and university systems
• Support graduate student advising processes through progress tracking and record management; assist in communication between students, advisors, and graduate school offices

• Plan and execute departmental events such as seminars, workshops, and open houses
• Coordinate logistics for summer camps, outreach programs, and community engagement initiatives
• Develop promotional materials such as flyers, newsletters, and announcements to support departmental visibility

• Provide administrative assistance for grant and contract activities, including data collection, compliance documentation, and reporting
• Maintain organized records for funded projects and monitor 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…