Administrative Assistant II

Administrative Assistant II

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Posting Details

Position Information

Posting Number S05421P

Position Title Administrative Assistant II

Department COEd Dean's Office

Location Arlington

Job Family Administrative Support

Position Status Full-time

Work Hours Standard

Work Schedule

Monday-Friday; 8:00am-5:00pm

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience.

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 role will provide varied administrative support for a unit's routine business or academic activities. Responsible for a variety of administrative duties in the college requiring moderate exercise of independent judgment, initiative, and ability to make decisions relative to office operations. Supports Assistant and Associate Deans, senior level personnel, and works closely with the Admin Assistant that works most closely with the Dean.

Essential Duties and Responsibilities

• Processes transactions including vouchers, deposits, transfer of funds, and purchases and reconciliation of ProCard account. Prepares expense vouchers and expense reimbursements. Coordinates travel and processes travel reimbursements for Assistant and Associate Deans.

• Prepares and compiles materials for staff, and work-study search and hire processes and submits new hire eforms, funding eforms, and clearance eforms. Onboard new hires; offboard exiting staff. Serves as timekeeper for the Dean's Office.

• Creates routine correspondence (i.e., letters, emails, etc.); maintains files and records. Distributes meeting minutes and notes from meetings led by Assistant and Associate Deans. Answers college phone line.

• Organizes and sets-up meetings and events in the Dean's Office including Graduation and Teacher Pinning.

• Oversees building operations. Works with the Facilities Office to manage the repair of equipment and damaged property (e.g., HVAC). Coordinates office moves. Manages the key and swipe-card system for buildings.

• Provides support for administrative duties, programs, projects, and partnerships. Maintains calendars for the Assistant and Associate Deans, prioritizes and answers email/invitations, schedules travel, prepares meeting materials, coordinates records for accreditation and compliance, and takes minutes at internal and external school/project meetings.

• Performs other duties as assigned.

Minimum Qualifications

• Bachelor's degree with two (2) years of relevant experience or five (5) years of relevant experience providing secretarial or administrative support in increasingly demanding positions.

• Excellent communication, critical thinking, and problem-solving skills.

Preferred Qualifications

• Experience with UT Share/PeopleSoft

• Excellent communications skills, problem resolution abilities, and a high level of confidentiality

• Strong time management, organizational, and interpersonal skills

• Experience processing basic financial transactions

• Experience coordinating events

• Knowledge of the University's academic policy and procedures

Knowledge, Skills and Abilities

• Ability to utilize Microsoft Office Suite

• Knowledge of standard office practices and procedures Ability to maintain accurate records

• Strong written and oral communication skills

• Knowledge of UT Share/PeopleSoft

• Ability to independently resolve routine problems and make decisions

• Ability to draft, read, and comprehend a variety of correspondence

• Ability to manage time effectively and prioritize work

Other Requirements

The ability to carry and lift up to 20 pounds.

Working Conditions

Standard Office Conditions

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

Requirement Questions

Required fields are indicated with an asterisk (*).

1. *How many years of experience do you have working in an academic environment?

2. None/less than 2 years

3. 2 to 3 years

4. 4 to 5 years

5. 6 years or more

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

7. No skills/Basic

8. Intermediate

9. Advanced

10. Proficient

11. *What is the highest level of education attained?

12. GED

13. High School Diploma

14. Associate's Degree

15. Bachelor's Degree

16. Master's Degree

17. PhD or equivalent

Documents Needed To Apply

Required Documents

1. Resume or CV

2. Cover/Interest Letter

Optional Documents