What are the responsibilities and job description for the College Administrative Officer position at The University of Texas at El Paso?
Position Information
Hiring Department: School of Pharmacy
Reports To: Dean of Pharmacy
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: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends
FLSA status: Exempt
Earliest Start Date: As soon as possible.
Salary: Commensurate with experience.
Required Application Materials
Purpose of Position
The College Administrative Officer (CAO) is responsible for the financial operations of the UTEP School of Pharmacy (SOP). Responsibilities include oversight of the administration of all SOP accounts, control the flow of funds, forecast the relationship of budgeted funds and current expenditures in major accounts, staff development, facility and equipment planning and budgeting, research administration and finance, information systems, educational activities, assist with student professional development, and work with the Development office. In the addition, the CAO will work in collaboration with the Dean and Department Chairs and is responsible for strategizing, developing, planning, and implementing viable academic and administrative support structures that encompass clinical, research, educational and public service activities along with strong office manager skills to further promote the school of pharmacy for additional opportunities.
Essential Functions
Assist with development and implementation of the School of Pharmacy strategic plan
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, ORSP, accounting, purchasing, grants 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.
Occasional travel is required.
Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's objectives, policies and applicable laws.
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: Bachelor Degree in Business, Finance, Accounting, Economics, or a related field and 5 years of experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience.
and
Experience: Five years of experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience
Demonstrated knowledge of financial analysis, planning and budgeting, relevant accounting and financial systems.
Demonstrated proficiency in developing, overseeing, managing, negotiating, and monitoring operating budgets in an academic setting.
Demonstrated ability to clearly articulate and distill finance and operational considerations to support decision making by the Dean and other Department faculty leaders.
Demonstrated ability to improve administrative systems for efficiency.
Demonstrated leadership and interpersonal skills that exemplify the ability to address diverse issues and personalities and the ability to work well with all levels of staff and faculty. Evidence of a management style that emphasizes teamwork, communication with integrity and respect, collegiality, flexibility, and trust.
Preferred Qualifications
Master’s degree in Business Administration, Public Administration or Public Health.
Knowledge of sponsored research, finance & accounting, academic & staff personnel, IT security, HIPPA compliance.
Experience overseeing space use, capital projects, and coordination of facilities projects.
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.
What UTEP Offers
Miner Perks and Benefits
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
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 10pounds.
The noise level for this work environment is usually moderate to very loud.
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 UTEP's Equal Opportunity Office at eoaa@utep.edu .
Hiring Department: School of Pharmacy
Reports To: Dean of Pharmacy
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: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends
FLSA status: Exempt
Earliest Start Date: As soon as possible.
Salary: Commensurate with experience.
Required Application Materials
- Resume
- Cover Letter
- List of three references
Purpose of Position
The College Administrative Officer (CAO) is responsible for the financial operations of the UTEP School of Pharmacy (SOP). Responsibilities include oversight of the administration of all SOP accounts, control the flow of funds, forecast the relationship of budgeted funds and current expenditures in major accounts, staff development, facility and equipment planning and budgeting, research administration and finance, information systems, educational activities, assist with student professional development, and work with the Development office. In the addition, the CAO will work in collaboration with the Dean and Department Chairs and is responsible for strategizing, developing, planning, and implementing viable academic and administrative support structures that encompass clinical, research, educational and public service activities along with strong office manager skills to further promote the school of pharmacy for additional opportunities.
Essential Functions
Assist with development and implementation of the School of Pharmacy strategic plan
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, ORSP, accounting, purchasing, grants 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.
Occasional travel is required.
Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's objectives, policies and applicable laws.
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: Bachelor Degree in Business, Finance, Accounting, Economics, or a related field and 5 years of experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience.
and
Experience: Five years of experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience
Demonstrated knowledge of financial analysis, planning and budgeting, relevant accounting and financial systems.
Demonstrated proficiency in developing, overseeing, managing, negotiating, and monitoring operating budgets in an academic setting.
Demonstrated ability to clearly articulate and distill finance and operational considerations to support decision making by the Dean and other Department faculty leaders.
Demonstrated ability to improve administrative systems for efficiency.
Demonstrated leadership and interpersonal skills that exemplify the ability to address diverse issues and personalities and the ability to work well with all levels of staff and faculty. Evidence of a management style that emphasizes teamwork, communication with integrity and respect, collegiality, flexibility, and trust.
Preferred Qualifications
Master’s degree in Business Administration, Public Administration or Public Health.
Knowledge of sponsored research, finance & accounting, academic & staff personnel, IT security, HIPPA compliance.
Experience overseeing space use, capital projects, and coordination of facilities projects.
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.
What UTEP Offers
Miner Perks and Benefits
- Benefit Package includes: Medical, Prescription, Life Insurance and Wellness platform
- Voluntary Benefits: Dental, Vision, Additional life insurance, UT Flex, Short and Long - term disability plans
- Retirement Programs
- Longevity Pay
- Paid Vacation & Sick Leave
- Paid Holidays
- Employee Discounts & Perks
- Employee Education Assistance program
- And much more! Visit our Benefits Summary Page for more information on our additional benefits.
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 position's 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 10pounds.
The noise level for this work environment is usually moderate to very loud.
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 UTEP's Equal Opportunity Office at eoaa@utep.edu .