Administrative Assistant II

Administrative Assistant II

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Please see Special Instructions for more details.

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Posting Details

Position Information

Posting Number S05345P

Position Title Administrative Assistant II

Department Career Services

Location Arlington

Job Family Administrative Support

Position Status Full-time

Work Hours Standard

Work Schedule

• Monday through Friday

• 8:00am to 5:00pm

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience up to $46,000.

Duration Funding expected to continue

Pay Basis Monthly

Benefits Eligible Yes

Benefits at UTA

We are proud to offer a comprehensive benefits package to all our employees at the University.

To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:

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University Information

The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 "Very High Research Activity" institution. UTA ranks No. 4 nationally in Military Times' annual "Best for Vets: Colleges" list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA's $22.2 billion annual economic impact on Texas.

Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at ~~~ . The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

Job Summary

This position will provide administrative support service to the Career Development Center's routine business activities. It will be responsible for a variety of administrative duties in the department requiring exercise of independent judgement, initiative, and ability to make decisions relative to office operations. Responsible for financial and administrative services and working with external employers and vendors for ongoing and new initiatives.

Essential Duties and Responsibilities

• Assist with processing financial transactions including purchases orders, voucher payments, procurement cards, statement of accounts, documents daily deposits, travel arrangements, and prepare travel reimbursements.

• Make autonomous and independent decisions and judgement around the management of marketplace payment processes for department.

• Collaborate with employer partners and project management team to design revenue-tracking systems.

• Track expenses for departmental spending, apply critical thinking skills to follow up as needed to ensure UTA policies and procedures are being followed.

• Use resources available to approve alumni and online students in Handshake.

• Research past payments and invoice employers in Handshake for services rendered.

• Orders office supplies for copy room/break room as needed.

• Manage multiple calendars to effectively organize meetings and workshops for office staff.

• Orders food, prepares agendas ahead of time, takes minutes.

• Interpret administrative decisions and policies, understand University procedures, and make sound decisions. Train staff.

• Supervise front desk student team and provide professional development and support as needed. Responsible for hiring, onboarding, performance reviews and offboarding of student workers.

• Assists with some administrative projects for the Career Development Center including annual records retention, technology audit, space audit, etc.

• Coordination with external employers for on campus events in collaboration with the Employer Relations team.

• Supporting new initiatives, grants and contracts with external employers including budgetary management and required reporting. Current projects include DART, Lockheed Martin Internship programs - CWEP - and JLD Management.

• Serve as the administrative liaison with other units on campus and outside entities.

• Performs other duties assigned to include accountability to support and provide complete backup for the Administrative Services Officer role in all areas

Minimum Qualifications

• Bachelor's degree with two (2) years upper level secretarial experience or equivalent experience or high school with six (6) years of increasingly responsible administrative, secretarial and clerical experience with one year of supervisory experience.

Preferred Qualifications

• Experience working in a full-time, professional position in a university of college.

• PeopleSoft Experience.

• Experience with Microsoft Office Suite

Knowledge, Skills and Abilities

Other Requirements

Working Conditions

• General office conditions, with the majority of time spent working at a computer.

• Professional activities and participation in Student Affairs may include off site meetings. Repetitive use of keyboard at work station.

• Use of manual dexterity. Ability to lift up to 25lbs. Security sensitive, criminal background check conducted.

Special Conditions for Eligibility

CBC Requirement

It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

EEO Statement

It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University's compliance with this policy.

ADA Accommodations

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to ~~~ or email ~~~ .

Posting Detail Information

Number of Vacancies 1

Open Until Filled

Minimum Number of References Required 3

Maximum Number of References Accepted

Special Instructions to Applicants

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Requirement Questions

Required fields are indicated with an asterisk (*).

1. *What is the highest form of education you have attained? (Please specify in your resume)

2. High School Diploma

3. Associate's degree

4. Bachelor's Degree

5. Master's Degree or higher

6. *How many years of experience do you have in an administrative, secretarial or clerical role?

7. None/less than 3 years

8. 3 to 4 years

9. 5 to 6 years

10. 7 years or more

11. *How many years of budgeting and finance experience do you have?

12. 2-3 years

13. 4-5 years

14. 6 or more years

15. None

16. *How many years of supervisory experience do you have?

17. None/less than 2 years

18. 3 to 4 years

19. 4 to 5 years

20. 6 or more years

21. *What is your skill level using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc)?

22. No skills/Basic

23. Intermediate

24. Advanced

25. Proficient

Documents Needed To Apply

Required Documents

1. Resume or CV

Optional Documents

1. Cover/Interest Letter