Administrative Assistant II

The University of Texas at Arlington; Arlington (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

The University of Texas at Arlington is seeking an Administrative Support professional to assist administrators and faculty in daily office management, budget preparation, and processing personnel documents. The role acts as a departmental liaison and coordinates travel and expense reimbursements.

Ideal candidates will have a high school diploma with several years of admin experience, strong MS Office skills, and familiarity with budget processes.

Qualifications

• High school diploma or equivalent with 4+ years of secretarial/administrative support experience.
• Proficiency with Microsoft Office Suite and ability to draft correspondence.
• Experience handling financial transactions and basic budgeting.
• Strong written and verbal communication and time-management skills.

Responsibilities

• Oversees daily office operations for a unit and serves as liaison to internal/external clients.
• Drafts correspondence and coordinates meetings, including room scheduling and logistics.
• Processes personnel documents and assists with budget preparation and financial transactions.
• Tracks and reconciles expenses, travel arrangements, and expense reimbursements.
• May direct other clerical staff and ensure adherence to policies.

Skills

Communication skills

Time management

Draft correspondence

Problem solving

Prioritization

Education

High school diploma or equivalent

Bachelor's degree (preferred)

Tools

Microsoft Office Suite

PeopleSoft

Job description

Purpose of Position

Provide administrative support to assist administrators and faculty in achieving departmental goals. May include one or more of the following duties: coordination of daily office management, assisting with budget preparation, drafting correspondence, processing documents for personnel matters, etc. Acts as a departmental liaison.

Essential Functions

• Oversees the daily office operations of a business or academic unit.
• Serves as a liaison and acts on behalf of administrator in dealings with internal and external clients.
• Serves as the point of contact for office.
• Performs a variety of administrative duties for the department.
• Answers questions and resolves problems regarding the business unit.
• Ensures compliance with internal and external policies and procedures.
• 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.).
• Processes and maintains various personnel records (e.g., appointments, change of status, leave requests, terminations, etc.).
• May act as departmental timekeeper.
• Composes correspondence on behalf of supervisor or under own signature.
• Assist with 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.

Required Qualifications

• High school diploma or equivalent and a minimum of four (4) years of experience providing secretarial or administrative support in increasingly demanding positions or five (5) years of equivalent experience and education.

Preferred Qualifications

• Bachelors’ degree in Communication, General Studies, or Business.
• Experience with department budgets.
• Experience processing basic financial transactions.
• Experience with PeopleSoft.
• Experience with University of Texas at Arlington policies and procedures.

Knowledge, Skills & Abilities

• Ability to utilize Microsoft Office Suite.
• Skilled in written and oral communication skills.
• Ability to draft, read and comprehend a variety of correspondence.
• Ability to manage time effectively and prioritize work.
• Skilled in applying logical thinking to solve problems or accomplish tasks.

Work Schedule

• Monday through Friday; 8:0am through 5:00pm.
• Extended work hours periodically required during peak periods.

Benefits Information

Position is benefit eligible: Yes

We are proud to offer a comprehensive benefits package to our employees at the University.

https://www.uta.edu/hr/employee-benefits