Administrative Assistant II

The University of Texas at Dallas

Richardson (TX)

Hybrid

USD 42,000 - 54,000

Full time

25 hours ago

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Benefits offered by this job

BCBS PPO Medical insurance – 100% paid

Dental Insurance PPO/DHMO

Long and short‑term disability

TRS Retirement Plan

Voluntary Retirement Plans

Paid time off

Paid Holidays

Paid Winter Break

Fertility Benefits

Job summary

The University of Texas at Dallas is seeking an Administrative Assistant to provide essential administrative, operational, and customer-service support to the Office of Graduate Education. The role reports to the Business Manager and handles procurement, scheduling, event coordination, and financial processes to ensure smooth graduate program operations.

The position requires a Bachelor’s degree and five years of office administration or project management experience, including two years at an

Qualifications

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.
Experience supporting procurement, scheduling, events, and budgets is preferred.
Ability to manage multiple tasks in a fast-paced academic environment.

Responsibilities

Provide administrative support including scheduling meetings, taking minutes, managing calendars, and handling correspondence.
Assist in coordinating graduate program events and facilitating room and resource access.
Assist with purchasing, travel, and reimbursement submissions.
Serve as primary contact for students, faculty, staff, and visitors.
Prepare reports, presentations, and documents to support program initiatives.
Support budget tracking and account reconciliation across multiple cost centers.
Coordinate office communications and website content revisions as needed.

Skills

Organization

Communication

Time management

Customer service

Education

Bachelor's degree

Tools

Microsoft Excel

Job description

The Administrative Assistant provides essential administrative, operational, and customer‑service support to the Office of Graduate Education. Reporting directly to the Business Manager, this role supports procurement, scheduling, event coordination, financial processes, and daily office operations that ensure the smooth functioning of graduate programs and student services. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast‑paced academic 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

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

Essential Duties and Responsibilities:

Provide comprehensive administrative support to the Office of Graduate Education, including scheduling meetings, taking meeting minutes, managing calendars, conference room reservations, and handling correspondence with students, faculty, and external constituents.
Assist in coordinating graduate program events, including student activities, department meetings, and facilitating room and resource access.
Assist with purchasing processes, travel and hotel arrangements, and reimbursement submissions.
Serve as the primary point of contact for students, faculty, staff, and visitors, offering information and directing inquiries appropriately.
Assist in preparing reports, presentations, and other documents to support program initiatives.
Support budget tracking and account reconciliation across multiple cost centers.
Coordinate office communications, including email updates, website content revisions, and other communication needs as they arise.

Physical Demands and Working Conditions

Must be able to remain in a stationary position for long periods of time. The person in this position must occasionally move about inside the office to access file cabinets, office machinery, etc. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

Physical Activities

Working Conditions

Additional Information

A remote work schedule is not available for this position.

What We Can Offer

UT Dallas is an Equal Opportunity Employer with an employee‑friendly and supportive work environment. Our comprehensive compensation and benefits package that is effective as of your hire date includes:

Internal Training
BCBS PPO Medical insurance – 100% paid for full-time employees
PPO and DHMO Dental Insurance Plan – PPO plans include ortho benefits
Long and short‑term disability
TRS Retirement Plan – defined benefit plan offering lifetime annuity upon retirement
Voluntary Retirement Plan Options – additional savings opportunities with Tax‑Sheltered Annuity Plans and Deferred Compensation Plans
Paid time off
Paid Holidays
Paid Winter Break
Fertility Benefits

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.

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, activities, 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.

Supplemental Questions

* Please rate your skill level in using Microsoft Excel.
- None
- Beginner
- Intermediate
- Advanced
* Do you have experience running front desk operations for a high traffic office? If so, how many years?
(Open Ended Question)
* How many years of work experience in a higher education environment do you have?
- None
- Less than two years
- Two to five years
- Five to seven years
- More than seven years
* Please describe any/all experience related to this position.
(Open Ended Question)