Administrative Assistant I

University of Texas at Arlington; Arlington (TX); On-site; USD 35,000 - 45,000; Full time

Job summary

An established institution in the heart of a vibrant metropolitan area is seeking an Administrative Assistant I. This role offers a chance to provide essential administrative support, managing various office operations while exercising independent judgment. You'll coordinate travel, handle personnel paperwork, and maintain financial records, contributing significantly to the unit's success. Join a dynamic team dedicated to fostering student success and innovation in a collaborative environment, where your contributions will directly impact the university's mission and growth.

Benefits

Comprehensive benefits package

Health insurance

Retirement plans

Paid time off

Qualifications

• 5+ years of administrative experience or equivalent education.
• Proficiency in Microsoft Office and effective communication skills.

Responsibilities

• Coordinate travel and prepare vouchers for reimbursement.
• Process personnel paperwork for hiring and onboarding.

Skills

Microsoft Office

Effective communication

Accounting/bookkeeping

Personnel paperwork coordination

Education

High School Diploma

Bachelor's Degree

Tools

UTShare

MyMav (PeopleSoft)

Time Clock Plus (TCP)

Job description

Please see Special Instructions for more details.

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.

Position Information

Posting Number

Posting Number S06228P

Position Title

Department

Location

Location Arlington

Job Family

Job Family Administrative Support

Position Status

Position Status Full-time

Work Hours

Work Hours Standard

Work Schedule

Monday – Friday; 8:00am – 5:00pm

Open to

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience up to $44,100.

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

Job Summary

The Administrative Assistant I will provide varied administrative support of a unit’s routine business or academic activities. Requiring moderate exercise of independent judgment, initiative and ability to make decisions relative to office operations based on a thorough understanding of the functions, programs and policies of the University. Assists in the management of administrative staff services and in developing and implementing internal procedures. Responsible for financial and administrative services of a large division or program or comprehensive operation and direction of smaller division or program.

Essential Duties and Responsibilities

• Coordinates travel and prepares vouchers for payment or reimbursement.
• Processes personnel paperwork for faculty, staff, graduate assistants, student workers, and volunteers for hiring and onboarding.
• Maintains clock-ins/clock-outs on time-clock system, time leave usage, and classified employee records.
• Stay up-to-date on trainings and providing that information to faculty and students.
• Assists with annual appointments for the organizational unit.
• Reviews and approves documents including purchase orders, vouchers, petty cash, deposits, transfer of funds and other departmental expenditures.
• Prepares, coordinates and types grants, including all accompanying forms and documentation.
• Maintains financial ledgers for local, state and grant accounts and assists in monitoring, administering and coordinating departmental budgets.
• Acts as the unit liaison with other departments and with outside agencies.
• Performs other duties as assigned.

Minimum Qualifications

• High School Diploma.
• Five (5) years of increasingly responsible administrative, secretarial and clerical experience or an equivalent mix of education and relevant experience in similar role.

Preferred Qualifications

• Bachelor’s degree with one (1) year of clerical/secretarial/administrative experience.

Knowledge, Skills and Abilities

• Proficiency with Microsoft Office, including Outlook, Word and Excel.
• Effective written and oral communication skills.
• Knowledge of campus and departmental procedures.
• Experience working with UTShare, MyMav (PeopleSoft), and Time Clock Plus ( TCP ).
• Willingness to seek out answers to wide range of questions.
• Experience in accounting/bookkeeping.
• Experience personnel paperwork coordination.

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.

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.

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 [e-mail] .

Number of Vacancies

Number of Vacancies 1

Minimum Number of References Required

Minimum Number of References Required 3

Maximum Number of References Accepted

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 (*).

• * 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 working in an academic environment?
  • None/less than 2 years
  • 2 to 3 years
  • 4 to 5 years
  • 6 years or more
• * How many years of experience do you have in this type of position?
  • None/less than 3 years
  • 3 to 4 years
  • 5 to 6 years
  • 7 years or more

Documents Needed To Apply

Required Documents

Resume or CV

Optional Documents

Cover/Interest Letter