Administrative Assistant II at The University of Texas at Arlington in Arlington, Texas

Job Description:

Posting Number:

S05718P

Position Title:

Administrative Assistant II

UTSystem Title:

Administrative Assistant II

Department:

Vice President for Research

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.


https://www.uta.edu/hr/employee-benefits



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:


https://resources.uta.edu/hr/services/records/compensation-tools.php

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 https://www.uta.edu/administration/president/strategic-plan/rise100. 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:

Provides highly skilled administrative support to the Office of Undergraduate and Education Research and will report to Director of the Office of Undergraduate and Education Research. Teamwork and collaborate with other members of the office will also be expected. Responsible for correspondence and meeting scheduling, manage special projects, exercising initiative and independent decisions. Position Responsible for coordination and managing of the administrative operations Performs routine secretarial and clerical tasks including organization, answering phones, filing, office supplies, and travel coordination. Arranges meetings, coordinates calendars, and prepares agendas and other formal, informal, and confidential correspondence. Prepares travel authorizations, processing of payments, purchase orders and reimbursements. Coordinates all student staff processing and paperwork for the department including payroll for students employed by the office. Maintains office supplies, equipment inventory, and office supply ordering for department. Assist with both large and small events including professional development seminars, Undergraduate Research Showcase, luncheons and workshops. This includes menu planning, facility reservations, cost tracking, RSVPs, etc.

Essential Duties and Responsibilities:

• Relieves administrator and coordinator(s) of a wide variety of internal administrative duties and a large volume of decisions, which require a thorough understanding of the functions, programs and policies of the University.


• Interprets administrative decisions and policies.


• Reviews and approves departmental requisitions and service request forms.


• Maintains day to day administrative responsibilities for the office including answering calls, responding to department emails, checking department voicemails, submitting maintenance requests for staff, scheduling meetings and responsible for recording meeting minutes where needed.


• Process and maintains personnel records including staff recruitment forms, appointments, change of status, leave requests, terminations, timekeeping, financial aid fees and student records, and performance evaluations.


• Assist with meeting logistics including the room scheduling, ordering of food, arranging for special needs such as chairs, tables, marker boards, AV equipment, etc.


• Coordinate departmental activities and special projects.


• System knowledge includes: UTshare, SAHARA, Concur, MS Bookings, Astra, TCP, and Mav eShop.


• Manages all financial transactions, including position and reconciliation of all accounts, financial trends and prepares reports to monitor the financial state of the department.


• Maintain internal controls to ensure departmental accounts and Procard accounts are reconciled monthly.


• Process monthly payroll for staff and students; vacation and sick leave reports; reimbursements; travel budget including making all travel arrangements for staff and students and preparing travel reimbursement vouchers.


• Reviews and approves documents including purchase orders, vouchers, petty cash, deposits, transfer of funds and other departmental expenditures.


• System knowledge includes: Paymentworks, Adobe Sign, and Procard supervision.


• Processes payment for student and faculty participants of the office's programs including the NSF-funded LSAMP program, inSTEM, the UTA Undergraduate Research Assistant Program, and the UTA Undergraduate Research Opportunities Program using Authorization for Professional Services (APS) forms.


• Posts student positions, handles the on-boarding process, and processes payment for all student hires for the department.


• Responsible for in-processing and completing and providing assistance with HR paperwork. Work with various offices on-campus (i.e. Library, MAC, housing, dining services, etc.) to on-board UTA and non-UTA students participating in undergraduate research programs.


• Coordinate with Financial Aid and Accounting to manage the office's contribution to the Undergraduate Research Assistantship position program.


• Assist with planning and manage logistical functions for meetings, seminars, workshops and events, including, but not limited to menu planning, catering, facility reservations, technology, event registration and RSVPs, cost tracking set-up, break-down, and clean-up, etc., of meetings of various sizes ranging from a couple people to a few hundred people.


• Maintains personnel records including staff recruitment forms, appointments, change of status, special leave requests, terminations, attendance records and performance evaluations.


• Performs advanced administrative functions in the coordination of programs which may include, event planning, program management, supervising assigned student employees and ambassadors, supervising scholar recipients, and/or other similar functions.


• Processes documentation and paperwork for classified employee positions by posting, screening applications and hiring candidates.


• Coordinate and process RTAs and travel and assist with reimbursements, for students, faculty and staff traveling on behalf of UTA Undergraduate Research and for the undergraduate research programs that we manage (including, but not limited to LSAMP, UROP, Research Assistant-ship program). System knowledge includes: MyMav, Mav Scholarshop, Sharepoint, Handshake


• Informs appropriate administrative and management personnel (coordinator(s)) regarding program operation status and provides appropriate analysis and documentation to ensure program objectives. System knowledge includes: Sharepoint, and Canvas.


• Interacts with other university offices, departments and special groups and outside agencies in administering programs and performing required functions.


• Assists Director and coordinator(s) with generation of monthly and annual reporting.


• Assist with semester, annual, and year-end program reporting and data collection for all programs supported by the office, including the NSF-funded LSAMP program.


• Tracks various projects initiated. Perform various coordinating tasks, such as scheduling large meetings and maintaining project documentation with Director and coordinator(s).


• Serves as the point of contact for office. Provide management of office keys, records retention, and business continuity planning.


• May assist with training and onboarding of new employees.


• Recommends and implements procedures to improve processes.


• Perform other duties as assigned, including serving on various committees as assigned and active in professional development

Minimum Qualifications:

• Bachelors degree with two (2) years upper level secretarial experience or high school with six (6) years of increasingly responsible administrative, secretarial and clerical experience.


• Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications:

• Experience with interpreting University policies and procedures.


• Experience maintaining high level of confidentiality.


• Experience with researching, compiling, and summarizing a variety of informational, financial, and statistical data and materials.

Knowledge, Skills and Abilities:

• Basic principles governing human resources and customer service


• Correct English usage, spelling, grammar and punctuation


• Preparing clear and concise reports, correspondence, and other written materials


• Conflict resolution, using tact, discretion, initiative, and independent judgment within established guidelines


• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction


• Applying logical thinking to solve problems or accomplish tasks.


• Understanding, interpreting, and communicating complicated policies, procedures, and protocols


• Effectively use automated systems including personal computers and office/specialized software packages.


• Techniques in effective interpersonal communication.

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 817-272-5554 or email
ADADocs@uta.edu.

Number of Vacancies:

1

Minimum Number of References Required:

3

Maximum Number of References Accepted:

3

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.

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