Administrative Associate - Liberal Arts - IOH & BDHC

Administrative Associate - Liberal Arts - IOH & BDHCJob ID: 13782Location: El Paso, TXFull/Part Time: Full TimeRegular/Temporary: RegularAbout UTEPThe 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, 85% of our 25,000 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.About the DepartmentsThe https://www.utep.edu/liberalarts/oral-history/ gathers, preserves, and disseminates the oral histories of people living in the US-Mexico borderlands. We do this by conducting interviews; making oral history audio recordings and transcripts available to researchers and the public; producing videos and podcasts; and promoting oral history through classes, workshops, publications, and internships. The IOH is committed to providing opportunities to undergraduate and graduate students to engage with oral history practitioners, faculty, and community members in order to develop professional and academic skills.The https://www.utep.edu/liberalarts/bdhc/ advances intellectual inquiry across disciplines, anchored in the humanities and dedicated to engagement with communities throughout the U.S. - Mexico Borderlands. The Center pursues and supports bi-national projects on digital platforms that honor the peoples, environments, and experiences of the Borderlands and beyond and reaffirm the role of human interpretation in the age of big data. The Center also trains students and faculty in DH methods and skills, sponsors talks and discussions, and collaborates with community partners on issues of digital literacy and culture.Position InformationHiring Department: Institute of Oral History (IOH) and Borderlands Digital Humanities Center (BDHC)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 weekendsFLSA status: Non-exemptEarliest Start Date: 09/01/2025Salary: Commensurate with experience.Required Application Materials:• Resume• Cover Letter• List of three referencesThe 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.Purpose of PositionSummary: Under close supervision and with minimal latitude for the use of initiative and independent judgment this position provides personal clerical and administrative services and assistance. Keeps official records and executes administrative policies determined by or in conjunction with other officials.Essential FunctionsProvides administrative support to the Institute of Oral History and Borderlands Digital Humanities Center by managing all aspects of office operations: front-desk supervision, processing of expenses and invoices, tending to walk-in guests and queries, etc.Greets and assists guests. Screens calls and responds to or routes inquiries from external or internal sources with appropriate correspondence or other messaging.Supervises student-staff and assigns duties; reviews timecards for payroll runs. Coordinates student availability for office staffing and for college special events.Schedules and coordinates meetings, travel, and other group activities. Manages expense reporting, invoicing, office supply inventory and needs, or other routine processes.Coordinates administrative procedures for information processing, record maintenance, funding compliance; compiles, verifies and prepares materials and information to comply with required reports, surveys, analysis; administers establishes recordkeeping procedures and monitors records for appropriate information retention.Prepares purchase requisitions, manages monthly budgetary patterns, and reconciles all budgetary accounts.Processes various types of requests through PeopleSoft, purchasing software, hiring procedures and other university systems; ensures timely payment for vouchers, purchase orders, and/or reimbursements. Tracks work orders across various campus offices (business, facilities, etc.).Arranges programs, events, trainings, and meetings by coordinating with facilities, catering, issuing information or invitations, coordinating speakers, and controlling event budget.Promotes and consults on establishing organizational missions, planning and policy documents, special programs, and improving or restructuring existing programs.Maintains a high degree of confidentiality on all sensitive information this position is privy to and complies with all State and University policies.Possesses knowledge of all Microsoft Office software and able to learn and use institutional software systems.Performs other duties as assigned.Institute of Oral History (IOH)Coordinates and is responsible for creating and maintaining a complete database of oral histories in the IOH collection.Responsible for ensuring oral history collection is maintained on server and is up-to-date.Processes all oral histories, including ensuring that audio/video are up to program standards, that all components are complete (release forms, summaries, etc.), and creates physical and digital files for each oral history. Codes them for Special Collections/ Digital Commons.Serves as a liaison between the IOH and other UTEP units, especially the UTEP Library Special Collections (the IOH repository) and outside entities, including the Smithsonian.Reviews and analyzes practices and procedures for conducting and processing oral histories; makes recommendations to ensure established standards are metUses existing skills to accurately process transcription of oral histories using software and, when necessary, translate English to Spanish and vice versa.Assists with audio management during and post- oral history interviews.Assists with creating and editing short videos.Maintains and updates technology (recording audio and video).Borderlands Digital Humanities Center (BDHC)Manages the calendar for the BDHC workshop space.Assists in maintaining the BDHC lab and helps individuals using the laboratory equipment.Maintains social media accounts and assists with PR for events and website updates.Manages expense requests for internal grant recipients of the BDHC.Assists in developing and maintaining digital projects owned by the BDHC.Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.QualificationsTo 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.Required Qualifications:Education: High school diploma or general education degree (GED)andExperience: 3 years of related to the statement of duties and responsibilities; or equivalent combination of education and experience.Preferred Qualifications:Bachelor's degree5 years related experience in an office or university office setting.Bilingual Spanish-English skills preferred (writing and verbal).Additional InformationThe 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 10 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 an open, diverse, and inclusive 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/Affirmative Action 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 mailto:titleix@utep.edu, or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 312.For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at mailto:eoaa@utep.edu.To apply, visit https://apptrkr.com/6432318jeid-cd4a302b6b4356469af30dca311cade3