Administrative Assistant II

UT Dallas

Richardson (TX)

On-site

USD 42,000 - 56,000

Full time

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Benefits offered by this job

BCBS PPO Medical Insurance Options – %

AD&D Insurance

Dental & Vision Plan Options

Optional Long and Short-term Disabilit

TRS Retirement Plan

Fertility Benefits

Paid time off

Job summary

UT Dallas is seeking an Administrative Assistant II to provide comprehensive administrative, operational, and event support across Corporate Relations, Employer Relations, UTDesign programs, and facilities. This role is the primary assistant to the Assistant Dean of Corporate Relations and supports other leaders as needed.

The candidate will be highly organized with strong customer service, attention to detail, and the ability to manage multiple priorities in a dynamic university environment.

Qualifications

Bachelor’s degree and five years of office administration or project management experience.
Experience coordinating meetings, events, conferences, or exhibitions.
Experience with university or nonprofit environments is a plus.

Responsibilities

Provide direct administrative support to the Assistant Dean of Corporate Relations.
Manage calendars, schedule meetings, coordinate logistics, and prepare materials.
Arrange travel and reimbursements, track action items, and prepare reports.
Coordinate Corporate and Employer Relations events and UTDesign activities.
Oversee facilities issues, building access, and parking records.

Skills

Organizational skills

Multi-tasking

Customer service

Microsoft 365 applications

Written and verbal communication

Discretion with confidential info

Independent work

Attention to detail

Education

Bachelor’s degree

Tools

12TWENTY

Carousel

PeopleSoft

Raiser's Edge

C-Cure

Job description

The Administrative Assistant II provides comprehensive administrative, operational, and event support for Corporate Relations, Employer Relations, UTDesign programs, and departmental facilities. This position serves as the primary administrative support for the Assistant Dean of Corporate Relations while also providing secondary support to the Director of Employer Relations, departmental initiatives, and facility operations.

The successful candidate will be a highly organized professional with strong customer service skills, exceptional attention to detail, and the ability to effectively manage multiple priorities in a dynamic environment.

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

Experience managing administrative operations in a university, nonprofit, or corporate environment.
Experience coordinating projects, programs, and special initiatives.
Experience planning and executing meetings, events, conferences, or exhibitions.
Experience with Adobe Creative Cloud applications is a plus.

Knowledge, Skills, and Abilities (KSAs)

Demonstrated ability to manage multiple priorities while meeting deadlines.
Strong organizational skills and attention to detail.
Ability to work independently and exercise sound judgment.
Intermediate to advanced proficiency with Microsoft 365 applications, including Outlook, Excel, Word, PowerPoint, and Teams.
Ability to learn and effectively utilize university and departmental systems, including integrated institutional software packages (such as 12TWENTY, Carousel, PeopleSoft, Raiser’s Edge, C-Cure) and related applications.
Strong written, verbal, and interpersonal communication skills.
Excellent organizational, planning, and project coordination abilities.
Strong customer service orientation and professional demeanor.
Ability to handle confidential and sensitive information with discretion.
Ability to prioritize competing demands and meet deadlines in a fast-paced environment.

Other Qualifications

To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

Essential Duties and Responsibilities

Executive and Administrative Support

Provide direct administrative support to the Assistant Dean of Corporate Relations.
Manage calendars, schedule meetings, coordinate logistics, and maintain appointment schedules.
Arrange travel and process related reimbursements.
Prepare, compile, and distribute reports, meeting materials, and correspondence.
Track and manage meeting action items and follow-up activities using departmental tools.
Provide administrative support to the Director of Employer Relations and Corporate Relations team as needed.

Event and Program Coordination

Coordinate and support Corporate Relations and Employer Relations events and activities.
Work with academic department leads to plan and execute UTDesign expos, exhibitions, presentations, and related events.
Manage event logistics, including catering, signage, printing, parking arrangements, room reservations, facilities requests, and event setup.
Coordinate with university departments and external stakeholders to ensure successful event execution.

Department Operations and Facilities Support

Serve as the primary liaison for departmental facility and building-related issues.
Coordinate maintenance requests and support building operations.
Manage parking permits, parking codes, associated billing, and related records.
Administer building and door access requests and maintain access records.
Monitor facility activity and report safety, security, or policy concerns as appropriate.
Student and Personnel Support
Coordinate administrative processes related to student employee hiring, assignment changes, and separations.
Assist with student travel arrangements and documentation.
Maintain records and documentation related to departmental activities and personnel actions.

Other Responsibilities

Support departmental projects, initiatives, and operational needs.
Maintain accurate records and documentation.
Perform other duties and special projects as assigned.

Physical Demands and Working Conditions

This position requires regular onsite presence.
Occasional evening or early-morning support may be required for events and special programs.

Work is conducted on-site and in-person

What We Can Offer

UT Dallas is an Equal Opportunity Employer. We offer an employee-friendly work environment with a comprehensive benefits package including:

BCBS PPO Medical Insurance Options – including 100% paid employee medical coverage for full-time employees
AD&D Insurance
Dental & Vision Plan Options
Optional Long and Short-term Disability
TRS Retirement Plan
Fertility Benefits
Paid time off

All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.

Visit https://hr.utdallas.edu/employees/benefits/ for more information.

About Us

UT Dallas is a top public research university located in one of the nation’s fastest-growing metropolitan regions. Our seven schools offer more than 140 undergraduate and graduate programs, plus professional certificates and fast-track programs. Our student body is 31,000 strong, reflecting students from over 100 countries and a multiplicity of identities and experiences. UT Dallas is committed to graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world.

Rich with visual and performing arts venues, museum districts, professional and semi-professional athletics teams, botanical gardens, accessible trails and so much more, the Dallas-Fort Worth ( DFW ) metroplex has something for everyone to explore. UT Dallas partners with regional higher education institutions and school districts and with the Richardson Innovation Quarter (Richardson IQ), a major hub for innovation, entrepreneurship, and educational activities.

Let us be your employer of choice! # WHOOSH

Special Instructions Summary

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) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. 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 services, programs, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.

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