University of Texas at El Paso

University of Texas at El Paso

Job Description

Job Code:            

Job Title:               College Administrative Officer

Department:        Job may be available in different departments/divisions

Reports To:          In accordance with specific departmental policies

FLSA Status:       Exempt

Prepared by:        Human Resource Services

Creation / Revision Date:  September 29, 2010


Summary: Monitor the administration of all college accounts, control the flow of funds, and forecast the relationship of budgeted funds and current expenditures in major accounts.  The College Administrative Officer will also provide guidance at the budget development stage to the Deans, program directors, and department chairs in projecting needs and other details of budget preparation. 


Note:  The primary accountabilities below 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 below.  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. Must possess a valid driver’s license issued by the State where the applicant resides and must be insurable as defined in the UT System BPM 16-05-02, as applicable to the performance of essential duties and responsibilities of the position.

Statement of Duties and Responsibilities:


Provides guidance to college administrative and management staff on all phases of budget development, preparation, monitoring and management; assist in projection of budget needs and provides data on current and prior years expenditures; assists the Dean in strategic planning for the college. 


Maintains an effective oral and written communications process between college administrators and their staff and the Office of the Dean regarding fiscal and other matters.


Acts as a liaison between the college, accounting, purchasing, and payroll departments; ensures college compliance with University policy and procedures.   


Acts as a liaison with Human Resource Services to ensure that proper procedures are followed during the Faculty and Staff hiring process.


Administers processes for inventory control, disbursements, and staff continuing education programs.


Prepares or supervises the preparation of financial and statistical reports.


Evaluates administration of fiscal, inventory, and other systems developed to achieve institutional goals regarding internal controls, overall administrative efficiency, and fiscal policy compliance.


Develops and implements procedures within the college that support internal control regarding all phases of fiscal management including, but not limited to: budget preparation, assets control, expense authorization, and reconciliation of college accounts. 


Manages the Office of the Dean in their respective college. 


Knowledge of all Microsoft Office software and able to learn and use institutional software systems.


Complies with all State and University policies.


Other duties may be assigned.


Supervisory Responsibilities Carries out supervisory responsibilities in accordance with the organization's objectives, policies and applicable laws.

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 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

                    Minimum Education required:               
Bachelor Degree.

                    Minimum Experience required:
             Five years of experience, related to the statement of 
                                                                                          duties and responsibilities; or equivalent combination of 
                                                                                          education and experience.
Travel is required.


Physical Demands: The physical demands 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 regularly required to stand; walk; sit; stoop, kneel and crouch.  The employee is frequently required to use hands to feel; reach with hands and arms; and talk or hear. 


Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 


The noise level in the work environment ranges from moderate to very loud.,