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

Job Description:

Posting Number:

S05864P

Position Title:

Administrative Assistant II

UTSystem Title:

Administrative Assistant II

Department:

Science

Location:

Arlington

Job Family:

Administrative Support

Position Status:

Full-time

Work Hours:

Standard

Work Schedule:

Monday to Friday: 8 AM to 5 PM CST.

• Some overtime during peak periods and administrative assistance to the Summer Science Camps.

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:

Perform administrative duties related to personnel management, fund management, procurement and other duties within the College of Science Dean's Office. Provide upper level administrative support to various administrators and the Business Operations Manager in the COS Dean's Office. Will serve as backup to other staff and train new team members.

Essential Duties and Responsibilities:

Personnel duties:

• Onboard/off-board new faculty, staff and students, which will include: create offer letters, process a variety of different e-Forms, process clearance forms, request system access, and order keys.


• Submit paperwork for job posting (for recruitment) for faculty, staff and students using PeopleAdmin and HandShake.


• Assist with timekeeper duties for the Dean's Office.

Fund Management and procurement:

• Process budget transfers, payment vouchers, and resolve any discrepancies that may arise.


• Process travel authorization requests, expense reports and reimbursements.


• Procurement - orders equipment and office supplies using MavEshop, purchasing card (procard) or purchase order.

Various duties:

• Provide varied administrative support for programs housed within the Dean's Office including:
  
  
  • responding to inquiries, scheduling and organizing large meetings, submitting course requests, assigning rooms to courses and processing instructor assignments.
  
  
  
  


• Assist with seminars and special events to include corresponding with participants, ordering refreshments, event setup and breakdown.


• Assists in managing the student assistants who work in the Dean's office and answer the main telephone line as needed.


• Help to manage various calendars to include shared office calendars, as well as a shared conference room calendar.


• Assists with obtaining signatures on forms needing Dean's Office approval.


• Assists with various summer camps associated with the College of Science.


• Assist Associate Deans with various projects.


• Other duties as assigned.

Minimum Qualifications:

• Bachelor's degree with four (4) years of upper-level administrative experience or High School diploma and six (6) years of increasingly responsible administrative, secretarial and clerical or the equivalent experience.

Preferred Qualifications:

• Bachelor's degree in business management, accounting or other business-related degree.


• A minimum of three (3) years of experience in a large academic department.


• Experience with of PeopleSoft.


• Experience with purchasing, payment vouchers, processing travel reimbursements and expense reports.

Knowledge, Skills and Abilities:

• Knowledge of the University's academic policies and procedures.


• Excellent communication skills (written and verbal) and detail oriented.


• Ability to communicate and liaise with faculty and administrators.


• Proficient in Microsoft Office products such as Outlook, Word and Excel.


• Proficient knowledge of UTShare, TCP, Concur and MyMav.

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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