What are the responsibilities and job description for the Administrative Assistant II position at University of Texas at Arlington?
Posting Details
Position Information
Posting Number
S06006P
Position Title
Administrative Assistant II
Department
Liberal Arts
Location
Arlington
Job Family
Administrative Support
Position Status
Full-time
Work Hours
Standard
Work Schedule
Monday-Friday; 8:00am-5:00pm
- Extended work hours periodically required.
Open to
External and Internal
Salary
Salary is commensurate based on qualifications and relevant experience up to $48,000.
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.
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
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.
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
As the Administrative Assistant II you will P]provide administrative support to the Assistant Dean for Liberal Arts Applied Program (LAAP) Center. This center includes oversight of the following Liberal Arts Applied Programs:
- Pre-law Center;
- Gender, Women, and Sexuality Studies (GWSS) Program;
- Inter-disciplinary Studies (INTS) Program; and the
- Bachelor of Arts and Applied Science (BAAS) Program.
Perform administrative duties related to personnel management, fund management, procurement, and other duties within the LAAP Center. Responsible for coordinating and processing documentation for personnel actions and business processes. Acts as a departmental liaison and front office contact for LAAP Center.
Essential Duties and Responsibilities
- Oversees the daily office operations of the LAAP Center. Serves as a liaison and acts on behalf of Assistant Dean in dealings with internal and external clients. Serves as the point of contact for office. Creates and maintains a welcoming environment for all faculty, staff and students interacting with LAAP. Manages calendar for the Assistant Dean and shred office calendars.
- Performs personnel actions such as:
- 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. Update applicant status, communicate with selected candidates, complete clearance process for employees and submit certification qualifications for faculty
- Assist with timekeeper duties for the LAAP Center.
- Performs a variety of administrative duties for the department. Answers questions and resolves problems regarding the LAAP Center. Performs business processes such as purchasing, travel, room reservations, facilities requests, submitting course requests, and processing instructor assignments.
- Reviews and approves financial transactions including purchase orders, vouchers, deposits, transfer of funds and pro card transactions. May perform monthly reconcilement of pro cards. Coordinates travel arrangements and prepares expense vouchers and expense reimbursements. May track and maintain departmental financial accounts (i.e., cost centers, grants, etc.)
- Composes correspondence on behalf of supervisor or under own signature.
- Assist with event planning and meeting logistics including room scheduling, ordering of food, arranging for accommodations such as chairs, tables, marker boards, AV equipment, etc.
- May direct the work of other clerical staff by assigning duties.
- Performs other duties assigned.
Minimum Qualifications
- High school diploma and five (5) years of experience providing secretarial or administrative support in increasingly demanding positions or Bachelor’s degree in business administration or a relevant field.
Preferred Qualifications
- Bachelors’ degree in business related field.
- Experience with department budgets.
- Experience processing basic financial transactions. Experience with PeopleSoft.
- Experience working in the academic setting utilizing business, personnel, and financial reporting systems.
- Experience with University of Texas at Arlington policies and procedures.
Knowledge, Skills and Abilities
- Use of personal computer and standard office equipment.
- Proficiency in all phases of work performed.
- Demonstrates resourcefulness to solve problems.
- Excellent communication skills (written and verbal) and detail oriented.
- Ability to communicate and liaise with faculty and administrators.
- Expertise with Microsoft Office Suite.
- Customer service and hospitality skills.
- Knowledge of standard office practices and procedures
- Ability to maintain accurate records and attention to detail
- Skilled in applying logical thinking to solve problems or accomplish tasks.
Other Requirements
Working 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 817-272-5554 or email ADADocs@uta.edu.
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 (*).
- * What is the highest level of education attained?
- GED
- High School Diploma
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- PhD or equivalent
- * How many years of experience do you have in an administrative, secretarial or clerical role?
- None/less than 2 years
- 3 to 4 years
- 5 to 6 years
- 7 years or more
- * How many years of experience do you have working in higher education?
- None/less than 1 year
- 2 to 3 years
- 4 to 5 years
- 6 years or more
- * What is your skill level using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc)?
- No skills/Basic
- Intermediate
- Advanced
- Proficient
Documents Needed To Apply
Required Documents
Optional Documents
- Resume or CV
- Cover/Interest Letter
Salary : $22
