Administrative Assistant Stem Academy

ADMINISTRATIVE ASSISTANT STEM ACADEMY

UTPB STEM Academy – Odessa, Texas

Job

Final date to receive applications:
Jun 01, 2026 11:59 PM (Central Standard Time)

Posted:
Feb 25, 2026 6:00 AM (UTC)

Starting Date:
Immediately

Wage/Hour Status: non-exempt

Reports to:

Assigned Staff of Operating Partner

Pay Grade:
Clerical 5

Dept. /School: STEM Academy

Days: 227

Position Type:
Full-Time

Salary: $139.60 to $194.80 Per Day

• High School diploma
• Good communication and organizational skills
• Detail-focused
• Proficiency with Microsoft Office Package including Word, Excel and Outlook
• Ability to successfully complete a criminal background check and drug screen

• Regularly consult with the Operating Partner regarding school office operations
• Perform various day-to-day clerical and administrative functions in support of the office and department
• Perform any combination of entry‑level clerical duties involving routine or semi‑routine calculating, record keeping, database management, report preparation and reception duties
• Learn and implement district and Operating Partner’s procedures, policies and programs
• Assist with school and Operating Partner events
• Screens office calls, visitors, and mail
• Provide information and assistance including responding to sensitive requests for information, researching information and office policies, assisting students, faculty, staff, vendors or visitors
• Sorting and distribution of mail
• Answer special requests or solve problems, routing to senior staff members as appropriate
• Assist with daily attendance, rosters and necessary student reports
• Provide weekly reports of absences for teachers and staff as requested
• Maintain hourly employee and substitute teacher time sheets and submit monthly substitute payroll
• Oversee student and campus activity funds, including collecting money, issuing receipts, purchasing, and submitting reimbursement requests
• Confer regularly with immediate supervisor and Operating Partner to coordinate activities, exchange information and resolve problems
• Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order
• Articulate the school’s mission to the community and solicit its support in realizing the mission
• Other duties as assigned

Schedule:

This is a 227‑day appointment. Generally, the hours for this non‑exempt classified position are Monday through Friday from 7:00 am to 4:00 pm with a one‑hour lunch. The individual holding this position may need to be available early morning, evening and weekends to meet the needs of the department.

• Ability to handle highly confidential material
• Ability to exercise and apply sound judgement and decision‑making skills
• Maintain integrity and confidentiality of data
• Communicate general information to the university constituency; some situations may require replying to complex or adverse information with tact and diplomacy
• Proficient in Microsoft Office software (Word, Excel, Outlook)
• Stay current with emerging office technologies
• Knowledge of, or ability to learn, ECISD programs such as Kronos, Munis, Smartfind, Focus, etc.
• Process forms, verify data for accuracy, completeness and compliance within established procedures
• Enter data into a computer system, monitor, calculate and submit time sheets
• Maintain confidential files and data
• Identify problems and propose feasible solutions
• Type, compose and edit correspondences, memos, letters, agenda and reports
• Revise schedules, forms, reports, records and other information
• Prepare statistical information for use in reports
• Coordinate schedules, appointments, projects, travel arrangements, supply orders and special events
• Attend meetings and transcribe and distribute minutes
• Initiate and answer telephone calls, screen and direct calls, greet visitors and direct to appropriate personnel, route and distribute incoming mail and other materials, prepare outgoing mail and packages
• Accept supervision, assignments, changes and corrections
• Proven effectiveness in dealing with a wide range of professionals, staff and administrators
• Balance priorities to accomplish assigned tasks…