| Location | El Paso, TX |
Position Information
Hiring Department: Counseling and Psych Services
Reports To: Director of Counseling and Psychological Services
Job Location: On site, El Paso, Tx
Posting End Date: Open until filled. This posting may close once a sufficient number of qualified applications have been received.
Hours: up to 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends
FLSA status: non-exempt
Earliest Start Date: As soon as possible.
Salary: $34,320 annually.
Required Application Materials:
Position Summary
Under the direction of the Director of Counseling and Psychological Services or designated departmental supervisor, the Administrative Associate provides advanced administrative and operational support for a high-volume university counseling center.
The position supports student access, front-office continuity, confidential records, business and departmental operations, technology-enabled services, clinical and training program administration, student employee processes, purchasing, travel, outreach, and coordination with University and external partners.
The position performs these functions within established University and departmental procedures and under the direction of the appropriate departmental administrator, clinician, program lead, or system administrator.
The position requires sound judgment, discretion, attention to detail, and the ability to manage simultaneous priorities while maintaining strict confidentiality.
Statement of Duties and Responsibilities:
STUDENT ACCESS, CLINICAL SUPPORT, AND TECHNOLOGY-ENABLED SERVICES 40%
Provides front-desk reception and customer service; responds to and routes inquiries from students, faculty, staff, families, and community partners; schedules, confirms, reschedules, and coordinates clinical and nonclinical appointments; maintains provider schedules; checks students in; assists with intake, consent, and other required forms; and monitors reception and waiting areas, promptly notifying clinical staff when urgent attention may be needed.
Maintains confidential electronic and approved hard-copy records in accordance with university, legal, clinical, privacy, and records-retention requirements; processes authorized records requests, Release of Information forms, enrollment and attendance verifications, and absence or leave documentation; monitors electronic submissions and routes information requiring timely clinical review.
Provides administrative support for electronic health-record, paperless, telehealth, online scheduling, SMS reminder, digital form, website, outcome-assessment, payment, and Biofeedback Lab operations by maintaining routine information and availability as authorized, monitoring completion and usage, assisting users with routine questions, identifying and documenting system issues, tracking equipment or message needs, and coordinating technical support with Information Technology and appropriate system administrators.
Coordinates referrals and required documentation with approved clinical partners, including tracking appointment limits, signatures, assessment activity, and related payment documentation; sends and monitors appointment notifications, reminders, and follow-up communications.
BUSINESS, FINANCIAL, TRAVEL, AND DEPARTMENT OPERATIONS 30%
Coordinates purchasing requests, requisitions, vendor onboarding, approved electronic transactions, reimbursements, assessment-related payments, UStore activity, and procurement documentation; tracks purchases, receipts, expenditures, and payment records; maintains documentation for reconciliation, audit, compliance, budget tracking, and routine financial or operational reporting.
Plans and coordinates approved travel, conference registrations, transportation, and lodging; prepares authorizations, itineraries, supporting documentation, reimbursements, and related University forms; monitors approvals, deadlines, changes, receipts, and post-travel requirements; and supports professional development, continuing education, accreditation, conference, and training logistics.
Maintains departmental databases, spreadsheets, inventories, supply and equipment records, and other tracking systems; orders and monitors office, clinical, training, and program supplies; coordinates surplus and equipment disposition; and drafts or proofreads correspondence, memoranda, reports, forms, invitations, and related materials.
Coordinates access, maintenance, inspection, repair, safety, and other service requests with campus departments; tracks work orders through completion; participates in required meetings and training while maintaining front-office coverage; complies with State and University policies and performs other duties as assigned.
PERSONNEL, STUDENT EMPLOYEE, AND TRAINING PROGRAM SUPPORT 20%
Provides administrative support for personnel-related processes involving employees, interns, practicum students, affiliates, and student workers, including the collection, preparation, routing, and tracking of University forms and documentation related to hiring, onboarding, background checks, system and facility access, orientation, parking, reimbursements, and required departmental records.
Provides administrative support for Federal Work-Study and student employee processes, including recruitment logistics, eligibility documentation, hiring paperwork, scheduling coordination, orientation, routine task coordination, timesheet processing, evaluation documentation, and monitoring award balances in coordination with Financial Aid and the designated departmental supervisor; tracks staff leave, attendance, required training, personnel-related documentation, and evaluation deadlines.
Provides administrative and logistical support for EPPIC and CAPS practicum programs under the direction of designated clinical and training leadership. Coordinates recruitment logistics, application materials, eligibility documentation, interview scheduling, candidate communication, trainee records, evaluation documentation, didactic presenter forms, accreditation documentation, training days, consortium and committee activities, partner communications, and completion events.
OUTREACH, EVENTS, AND COMMUNICATION HUB COORDINATION 10%
Reviews and coordinates outreach requests, presenter assignments, scheduling, confirmations, logistics, follow-up, attendance, activity data, and reporting; provides logistical and administrative support for workshops, meetings, conferences, training events, and departmental initiatives; and supports digital and social-media content scheduling and accurate public-facing service information.
Coordinates Communication Hub reservations and availability; provides administrative support for user access; conducts or arranges periodic checks of spaces, technology, supplies, and equipment; reports damage or service needs; and coordinates work orders, service access, and equipment replacement requests with appropriate campus departments.
Qualifications
To 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 GED
and
Experience: Three years of related administrative, operational, customer-service, healthcare, student-services, or office-management experience; or equivalent combination of education and experience.
Preferred Qualifications:
Associates Degree or Bachelor's degree from an accredited two or four-year college or university in a related field.
Experience in higher education, healthcare, behavioral health, counseling, or student services. Experience with PeopleSoft, Titanium, Microsoft 365, electronic scheduling, records, purchasing, travel, payment, survey, or other institutional systems.
Knowledge, Skills & Abilities
Excellent customer service, interpersonal, written, and verbal communication skills.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive student, clinical, personnel, financial, and training information.
Ability to organize and prioritize simultaneous, time-sensitive responsibilities in a high-volume student-service environment.
Strong attention to detail and accuracy in records, scheduling, purchasing, travel, payments, personnel-related documentation, and training program support.
Ability to learn, use, and provide routine administrative support for technology-enabled service systems and to identify and coordinate resolution of routine system issues.
Ability to collaborate effectively with clinicians, trainees, student employees, campus departments, vendors, and external partners.
Why Pick UTEP
The 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, 84% of our 26,000 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.
This is an especially exciting time to join UTEP as it advances the goals of its 2030 Strategic Plan. Built around the institution's core strengths-its location, its people, its supportive culture, and its community partnerships-the plan lays out a bold vision for the next decade, aimed at maximizing the University's regional impact and national stature.
Miner Perks and Benefits
What UTEP Offers:
Disclaimer: Eligibility for perks and benefits may vary based on part-time or full-time employment.
Additional Information
Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.
The 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 positions essential functions.
The 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 is frequently required to talk or hear. The employee is regularly required to stand, walk, and sit. The employee is occasionally required to use hands to feel and reach with hands and arms.
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 a 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 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 titleix@utep.edu, or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 223C.
For accommodation information for employees and applicants with disabilities, please contact UTEPs Equal Opportunity Office at eoaa@utep.edu.