University of Texas Rio Grande Valley ADMINISTRATIVE ASSISTANT II in Harlingen, Texas

Scope of Job

To provide skilled administrative support and routine administrative support to the head of a large department and the departmental staff and/or faculty in an academic or non-academic area. Maintains financial data, which includes monthly budget and status reports.

Description of Duties

  • Provides direct administrative support to the administrator of a large department.

  • Creates letters, memos, reports, requisitions, and other material based on generic direction.

  • Prepares agenda for meeting, schedules meetings, records and distributes minutes of meetings.

  • Handles travel arrangements for supervisor and other office personnel.

  • Responsible for all routine administrative functions and correspondence.

  • Types letters, memos, reports, requisitions, research papers, class related papers, exams, and other material from rough drafts or notes from a superior.

  • Acts as receptionist.

  • Screens visitors and telephone calls.

  • Makes appointments.

  • Orders supplies and arranges for repair of equipment.

  • Organizes and maintain records and filing systems.

  • Posts bookkeeping information and performs other routine bookkeeping tasks, including reconciliations.

  • Maintains a wide variety of academic, fiscal, personnel and administrative records and files consisting of confidential and official matters.

  • Keeps inventory and personnel records.

  • Receives, sorts and distributes mail.

  • May assist in the preparation of budgets, grant requests, class schedules and other periodic reports.

  • May track vacation, arrange for back-up coverage and process time cards for any assigned employees.

  • Maintains inventory.

  • Performs other duties as assigned.


Knowledge of the use of personal computer, word processing, spreadsheet, and database software. Standard office machines.


Proficiency in the use of English, business math, reading and writing skills. Must have excellent customer service, interpersonal, organizational, and verbal skills.

EEO Statement

UTRGV is an Affirmative Action/Equal Opportunity Employer that strives to hire without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or veteran status. UTRGV takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

Special Instructions to Applicants

Dear Applicant,

Human Resources will not be held responsible for redacting any confidential information from the documents you attach with your application. The confidential information includes the following:

*Date of Birth *Gender *Ethnicity/Race

Please make sure that you omit this information prior to submission. We are advising that Human Resources will be forwarding your application to the department as per your submission. The University of Texas Rio Grande Valley reserves the right to discontinue accepting applications prior to the stated close date of this position, after meeting the posting requirement of three (3) calendar days.

If you have any questions, please do not hesitate to contact us at (956)665-2451 and/or

Additional Information

UTRGV is a distributed location institution and working location is subject to change based on need.

All UTRGV employees are required to have a criminal background check (CBC). Incomplete applications will not be considered.

Substitutions to the above requirements must have prior approval from the Chief Human Resources Officer.

Posting Number: SRGV3021


Number of Vacancies: 1

Location: Harlingen, Texas

Department: School of Medicine / Finance and Administration

FLSA: Non-Exempt

Supervision Received: General supervision from Chair or Director of a large Department with at least 10 regular FTE.

Supervision Given: May supervise support staff and temporary employees.

Required Education: High school diploma or equivalent.

Preferred Education: N/A

Licenses/Certifications: None.

Required Experience: Two (2) year of office administrative experience.

Preferred Experience: Three (3) or more years of office administrative experience.

Working Conditions: Needs to be able to successfully perform all required duties. Office environment.

Physical Capabilities: N/A

Employment Category: Full-Time

Minimum Salary: Commensurate with Experience

Posted Salary: Commensurate with Experience

Position Available Date: 10/11/2017

Grant Funded Position: No