Administrative Assistant II - Financial Aid | University of Texas Permian Basin | Handshake

Administrative Assistant II - Financial Aid

Hiring Department

The University of Texas Permian Basin's Department of Financial Aid welcomes applications for the position of Administrative Assistant II.

Salary Range: $44,000.00 depending on qualifications

Essential Functions

The Administrative Assistant II provides intermediate administrative support for an assigned office or department and independently completes recurring administrative processes that require accuracy, discretion, diplomacy, and timely follow-through. The position maintains confidential records and tracking tools, prepares routine reports and correspondence, coordinates calendars and routine deadlines, supports purchasing and invoice routing, and resolves routine administrative issues within established procedures. Working with limited supervision on recurring assignments, the role helps maintain consistent office operations while escalating complex, policy-sensitive, or higher-authority matters to appropriate staff or leadership.

Administrative Processing and Service

• 1. Perform recurring administrative functions, including records maintenance, database updates, appointment coordination, reception support, routine correspondence, and office tracking.
• 2. Screen calls, visitors, emails, and mail; respond to routine requests; and coordinate referrals to other offices or staff when additional review is required.
• 3. Assist faculty, staff, students, visitors, and campus partners with administrative requests while maintaining professional and responsive customer service.

Records, Reporting, and Tracking

• 4. Maintain confidential records, files, spreadsheets, databases, and electronic tracking systems with discretion and accuracy.
• 5. Prepare, compile, and update routine reports, forms, correspondence, and administrative materials for office review and recurring deadlines.

Scheduling, Purchasing, and Office Support

• 6. Coordinate calendars, meetings, room reservations, office communications, and routine deadlines for the assigned work unit.
• 7. Provide purchasing, supply, invoice-routing, or basic budget-status support within established procedures and route reconciliation, account analysis, or approval matters to the responsible employee.
• 8. Coordinate routine tasks for student workers when assigned, including communicating work assignments and monitoring completion without assuming formal supervisory authority.

Routine Process Support and Problem Resolution

• 9. Maintain office checklists, shared files, templates, and routine process notes to support consistent administrative work.
• 10. Resolve routine administrative issues and special requests within established authority and escalate nonroutine, complex, or policy-sensitive matters to leadership.

Required Qualifications

• 1. Associate degree; additional directly related administrative experience may be considered in lieu of education under University equivalency guidelines.
• 2. Three (3) years of administrative assistant, clerical, customer service, or related office experience.
• 3. Experience maintaining records, spreadsheets, databases, or electronic tracking systems.
• 4. Working knowledge of Microsoft Word, Excel, Outlook, or comparable office software.

Preferred Qualifications

• 1. Bachelor's degree.
• 2. Experience in a college, university, public agency, or high-volume service office.
• 3. Experience with PeopleSoft, eForms, student systems, applicant systems, financial systems, or comparable administrative platforms.

Additional Information

Required Application Materials

• 1. Cover Letter
• 2. Résumé
• 3. List of References
• 4. Transcripts (Preferred)
• 5. Letters of Recommendation (Preferred)

Conditions of Employment

• 1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
• 2. Employment is subject to an introductory period to monitor employee performance.
• 3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
• 4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver's license. Must have and maintain a satisfactory driver's record.
• 5. Employment is contingent upon a successful background check.
• 6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Schedule

Generally, the normal work hours for the university are Monday through Thursday, 7:30 – 5:30 pm; Friday, 8:00 am – 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.

Standard Working Conditions

• 1. Able to lift various materials up to 25 pounds on an occasional basis.
• 2. Able to bend, crouch, and reach continuously.
• 3. Physically able remain seated, frequently to continuously.
• 4. Able to remain standing up to 15% of the time.
• 5. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.
• 6. Standard working conditions may differ depending on department and occupation

University Benefits

• 1. UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.
• 2. Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.
• 3. You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.
• 4. Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!
• 5. Our benefits package, along with an ample leave policy, make for a great total compensation package.

About the University

The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country – full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin – which every year, delivers smart, savvy leaders across the U.S.

As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas.

Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.

Visit our social media sites below for more information.

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Thank you for your consideration in today's job market. We look forward to connecting with you more in the future.

To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=10&JobOpeningId=16633&PostingSeq=1&SiteId=1&languageCd=ENG&FOCUS=Applicant je-cabe6ce88fa745b69f0fed26868a9057