Skip to main content

This job has expired

Administrative Assistant II - OIT Business Operations

Employer
University of Texas at Arlington
Location
Texas, United States
Salary
Salary Not Specified
Date posted
Feb 20, 2024


Position Information

Posting Number
S05239P

Position Title
Administrative Assistant II - OIT Business Operations

Department
OIT Business Operations

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 with experience and education.

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.

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

To provide highly skilled administrative support service to relieve an administrator of a number of organizational decisions and to coordinate the activities of the unit. Responsible for daily office management, fiscal management, budget preparations, correspondence, personnel actions, complex level decisions, exercising initiative with independent judgment and supervision of departmental support staff.

Essential Duties and Responsibilities
  • Advanced, Independent Decision Making:
    • Relieves administrator of a wide variety of internal administrative duties and a large volume of complex decisions, which require a thorough understanding of the leader, his/her functions, programs, and policies of the University.
    • Responsible for multiple leaders’ calendars, email, setting appointments, and managing complex correspondence.
    • Arranges meetings and catering, conferences and workshops, prepares the agendas and takes minutes for the meeting.
  • Personnel Support:
    • Prepares eForms to add, change, or terminate positions in UT Share.
    • Post positions in PeopleAdmin, screen applicants, setup interviews, maintain recruitment forms, and guide managers in the recruitment process.
    • Prepare and manage special leave requests, terminations, and attendance records.
  • Financial & Budget:
    • Manages financial transactions, including position and reconciliation of all accounts and ProCard purchases, financial trends and assists the Administrative Manager in reporting of the financial state of the department.
    • Supports the development, monitoring, and administering of the departmental budget.
    • Makes ProCard purchases, creates UT Share requisitions, facilitates Mav eShop procurements, interdepartmental transfers, and journal entries.
    • Maintains travel budget including making all travel arrangements for staff and preparing travel reimbursement vouchers.
    • Maintain record of procurement activities to provide metrics on individual performance.
  • Administrative Support:
    • Serves as administrative liaison within OIT, other departments on campus and outside organizations and agencies concerning administrative policies, procedures, and practices.
    • Records Information Management contact for OIT .
    • Coordinate with the Records Manager of any changes or updates for OIT .
    • Determine records that need to be shredded according to our Records Retention Schedule.
    • Assist in the purchasing of swag and promotional items.
    • Managing all aspects of the leader’s location, including daily office management, and making work orders for facilities, access requests, office and kitchen supplies, and mail delivery.
    • Responsible for employee timesheet entry into UT Share for department they supports. This includes the monitoring of SharePoint for each staff member.
    • Performs other duties as assigned.
Required Qualifications
  • Bachelor’s degree with two (2) years of upper level secretarial experience or High School diploma with six (6) years of increasingly responsible administrative, secretarial and clerical or the equivalent experience.
  • Supervisory experience.
  • Intermediate proficiency in the use of Microsoft Word, Excel, and PowerPoint and all other university standard software (on a scale of Basic, Intermediate, Advanced, and Expert).
Preferred Qualifications
  • Experience with University of Texas at Arlington policies and procedures.
  • Experience with UT System-specific software. UT Share (PeopleSoft),
  • Detailed-oriented individual with excellent speaking, written and interpersonal communication skills.
Knowledge, Skills and Abilities
  • Ability to contribute to a positive and inclusive work environment.
  • Ability to collaborate with relevant others to proactively identify and provide optimal solutions.
  • Ability to fully engage in effective communication and knowledge sharing.
  • Possesses a solid customer-focused mindset that demonstrates active and attentive understanding and responsive problem-solving.
  • Important to be adaptable to an ever-changing environment.
  • Basic principles governing human resources and customer service.
  • Proper 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.
  • Researching, compiling, and summarizing a variety of informational, financial, and statistical data and materials.
  • 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.
  • Excellent oral and written communication skills.
  • Ability to multitask, organize, prioritize and work with initiative both independently and within a team environment.
  • Attention to details, decision-making and problem-solving skills.
  • Ability to maintain a high degree of confidentiality.
  • Must be highly motivated and team oriented.
  • A professional capable of managing a significant workload and prioritizing tasks in a fast-paced office environment.
  • Ability to complete all physical tasks as needed.
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
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.
Requirement Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • PhD or equivalent
  2. * How many years of experience do you have in an administrative, secretarial or clerical role?
    • None/less than 3 years
    • 3 to 4 years
    • 5 to 6 years
    • 7 years or more
  3. * 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
  1. Resume or CV
  2. Cover/Interest Letter
Optional Documents

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert