University of Texas at Dallas Administrative Assistant II in Dallas, Texas
This position will provide advanced administrative support for Institutional Compliance, Equity, and Title IX Initiatives (ICET) and will report directory to the Senior Director. Serve as an office coordinator for the department and assist in managing budgets, arranging travel, purchasing materials, and maintaining records. This position requires excellent customer service skills and a team-oriented work ethic.
Minimum Education and Experience
Bachelor’s degree and five years of office administration or project management experience including two years at an Administrative Assistant I level or an equivalent combination of education and experience.
Preferred Education and Experience
Demonstrated proficiency with Microsoft Office (particularly Word, Excel, and PowerPoint).
Experience working with electronic records and managing confidential, private information.
Experience with PeopleSoft’s Financial Management System and eProcurement.
Preferred previous experience working in higher education.
Demonstrated experience working with diverse constituencies, both domestic and international.
Demonstrated ability to successfully manage multiple on-going projects and priorities; manage and adapt to change; think creatively and apply critical thinking and analytical reasoning skills.
Essential Duties and Responsibilities
Assist Senior Director with university-wide administrative duties involving complex decisions which require a thorough understanding of the functions, programs, and policies of the University.
Correspond across campus on multiple levels, maintaining excellent written and oral communication, organizational, detail orientation, and time management skills.
Demonstrate integrity and ethical behavior in working with confidential information.
Function as liaison to budget, human resources, payroll, and other units.
Maintain departmental budget and monthly account reconciliation via the PeopleSoft system.
Reconcile OneCard reports for ICET staff.
Assure effective operations, accuracy of data, and security of assets through the use of sound financial and business practices and appropriate internal controls. Comply with applicable laws, regulations, policies, and procedures.
Prepare purchase orders, vouchers, deposits, transfers of funds and other expenditures.
Coordinate office maintenance, including record storage, shredding, and ordering and organizing of supplies, general care for the ICET suite and kitchenette, and reporting service requests for copier. Maintain department computer inventory including annual inventory.
Complete new hire and employment related documents for ICET staff. Coordinate department on-boarding for all new ICET employees.
Coordinate travel arrangements and prepare vouchers for payment and reimbursement for department staff.
Maintain calendars and manage logistics and preparation for meetings, events, and programs, including securing space, arranging travel, ordering materials, preparing agendas, taking minutes, and distributing reports.
Compose routine correspondence, reports, and memoranda.
Perform administrative duties and provide support to Equity and Title IX related programming and Compliance training.
Assist Senior Director and ICET staff with special projects and tasks.
Perform other duties as assigned.
In addition, and equally important to the administrative duties, the AAII will help nurture a welcoming and inclusive environment for students, faculty, and staff interacting with ICET.
Special Instructions Summary
To be considered for this position, please submit (1) a cover letter outlining how your experience and qualifications specifically align to this position, (2) a resume, and (3) names and contact information for three professional references. (Applicants will be notified before references are contacted.) Incomplete applications will not be considered. All applications must be submitted through university website: https://jobs.utdallas.edu/.
1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.
2) UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its programs and activities, including in admission and enrollment. For inquiries regarding non-discrimination policies, contact the Director of Institutional Equity at InstitutionalEquity@utdallas.edu or the Title IX Coordinator at TitleIXCoordinator@utdallas.edu, or call 972-883-5331.
Posting Number: S02584P
Position Title: Administrative Assistant II
Department: Institutional Equity and EEO
Salary Range: Depends On Qualifications - $45,000
Pay Basis: Monthly
Position Status: Regular full-time
Posting Open Date: 10/08/2019
Posting Close Date: 10/18/2019
Open Until Filled: No
Desired Start Date: 10/28/2019