What are the responsibilities and job description for the Administrative Assistant II position at The University of Texas at Tyler?
Required Application Materials
A single PDF or Word document containing a resume, letter of interest, and a list of the names and contact information for three (3) professional references is required to apply.
Important Instructions:
When prompted to upload your “resume”, upload your combined documents as one file.
- Please do not upload documents to “Cover Letter” or “References”.
If the required application materials were not uploaded at the “resume” prompt, please withdraw your application, and re-apply to upload your combined documents as one file.
Job Summary
This position will oversee diverse operational tasks encompassing HR e-forms, new employee onboarding, travel logistics, expense management, and compliance reporting. The role involves managing HR systems, coordinating travel authorizations, handling expense reports, and ensuring vehicle maintenance.
Major Responsibilities/Duties/Critical Tasks
- Manage HR e-forms and streamline electronic documentation processes
- Facilitate new employee onboarding through Skyward entry and documentation
- Payroll and leave
- Process travel
- Process accounts payable
- Process accounts receivable
- Maintain fleet records
- DSL duties
- Monitor and process drill reports from campuses
- Monitor ongoing professional development
- Back up for purchasing and Contract processing
- Other duties as assigned
Required Education/Experience
- High school graduate or equivalent.
- Three (3) years of secretarial experience.
- Proficiency using computer and office software packages, including Office.
- Public school office experience
Accompanying Knowledge, Skills, Abilities and Competencies
KNOWLEDGE:
- HR Systems: Understanding and proficiency in using HR e-forms, Skyward entry for new employee onboarding, and payroll systems
- Travel Management: Knowledge of travel logistics, including car rentals, reservations, and flight bookings
- Expense Reporting: Familiarity with expense report generation and travel card management
- Vehicle Management: Understanding odometer reports, vehicle maintenance systems (such as Access program), and fuel voucher coordination
- Compliance and Reporting: Knowledge of compliance requirements for drill reports, deposits/donations, and transaction logs
- Knowledge of Special Education data management
SKILLS:
- Organizational Skills: Ability to organize and manage various administrative tasks concurrently
- Communication Skills: Effective communication for coordinating with multiple stakeholders, writing reminder emails, and handling transactions
- Attention to Detail: Ensuring accuracy in expense reports, vehicle logs, and compliance documentation
- Technical Proficiency: Proficient use of software for expense reporting, HR systems, Special Education Data Management, DocuSign, and specific travel management tools
- Problem-Solving: Ability to troubleshoot issues related to travel, expenses, or compliance reports.
ABILITIES:
- Multitasking: Ability to juggle multiple responsibilities and prioritize tasks efficiently
- Adaptability: Flexibility to adjust to changing travel itineraries, employee onboarding, and compliance regulations.
- Analytical Thinking: Assessing data from odometer reports, transaction logs, and financial records to derive insights
- Decision Making: Making informed decisions regarding travel bookings, expense approvals, and compliance adherence
- Team Collaboration: Working collaboratively with HR, finance, and administrative teams to ensure smooth operations
COMPETENCIES:
- Time Management: Prioritizing tasks and meeting deadlines effectively
- Ethical Behavior: Maintaining confidentiality with sensitive HR and financial information
- Customer Service: Providing support to employees regarding travel arrangements and expense-related queries
- Adaptability: Being open to changes in processes, tools, or responsibilities
- Attention to Detail: Ensuring accuracy and completeness in all documentation and reports
About The University of Texas at Tyler
The University of Texas at Tyler is part of the prestigious University of Texas System that includes 13 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges.
Our beautiful Tyler campus features more than 200 acres nestled along a lake and surrounded by thick pine and oak forests, providing a picturesque location for study and recreation. We also offer instructional sites at The University of Texas Health Science Center at Tyler and in Palestine, Longview, and Houston.
With more than 80 bachelor's, master's and doctoral degree programs offered, UT Tyler provides a wealth of learning opportunities and dynamic programs.
For more information, please visit https://www.uttyler.edu/about/.
Additional Information
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
EEO/AA Statement
The University of Texas at Tyler is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, status as a protected veteran, among other things, or status as a qualified individual with a disability.
