Administrative Assistant II

The University of Texas at Dallas; Richardson (TX); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

BCBS PPO Medical insurance – 100% paid

Vision Insurance

Long and short-term disability

TRS Retirement Plan

Paid Time off

Fertility Benefits

Job summary

The University of Texas at Dallas is seeking an experienced Administrative Assistant to support the department head with a high volume of complex duties and to manage financial records and compliance with university policies.

The role requires meticulous attention to detail, strong time management, and the ability to coordinate travel and communications with internal and external stakeholders. Internal candidates may receive preference and hybrid work may be available after probation.

Qualifications

• Bachelor’s degree and five years of office administration or project management experience including two years at an Administrative Assistant I level or equivalent.

Responsibilities

• Monthly account reconciliation of multiple cost centers covering four national student media organizations.
• Regular reconciliation of One Card credit accounts for the department’s Director and Assistant Director.
• Create and maintain spreadsheets; Microsoft Excel skills are a plus.
• Track real-time fiscal spending against annual budgets.
• Timely collection of confidential information from students and accurate data entry for payroll.
• Coordinate frequent travel by students, the Director and Assistant Director (including summer travel).
• Communicate year-round with representatives of outside vendors.
• Document office and department procedures.
• Send student-produced newspapers and related items to advertising clients and sponsors as part of invoicing.
• Other duties as required.

Skills

Detail-oriented

Deadline-driven

Time management

Customer service

Interpersonal communication

Education

Bachelor’s degree + 5 years exp in admin/PM

Tools

Microsoft Excel

Job description

This fast-paced administrative role has a high volume of complex administrative duties, including handling administrative tasks for the department head; maintain and monitor financial records and security of assets; prepare vouchers, maintain calendars, and compose correspondence; coordinate travel; liaison with other departments in Student Affairs and at the University; comply with laws and policies. It’s essential for the ideal candidate to become familiar with University policies and procedures and interpret them to make informed decisions; exercise judgment within areas of delegated responsibility.

This position requires someone who’s detail-oriented and deadline-driven. This job requires excellent time management, customer service, and patience with repetitive processes. Knowledge of mass media and/or the news industry not necessary.

Internal candidates may receive preference.

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.

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

• Monthly account reconciliation of multiple cost centers covering four nationally recognized student media organizations.
• Regular reconciliation of One Card credit accounts of the department’s Director and Assistant Director.
• Create and maintain spreadsheets; Microsoft Excel skills are a plus.
• Track real-time fiscal spending against annual budgets.
• Timely collection of confidential information from students and accurate data entry for payroll.
• Coordinate frequent travel by students, the Director and Assistant Director; this includes summer travel.
• Communicate year-round with representatives of outside vendors.
• Document office and department procedures.
• Send student-produced newspapers and related items to advertising clients and sponsors as part of invoicing.
• Other duties as required.

Physical Demands and Working Conditions

Physical Activities

Working Conditions

Additional Information

Remote Notice

After the probationary period, this role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice. A UT Dallas Remote Work Agreement will be required within 14 days after start date.

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
• Vision Insurance
• Long and short-term disability
• TRS Retirement Plan
• Paid Time off
• 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

• Yes
• No

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Veteran Employment Preference - Form DD-214

Human Resources, 800 West Campbell Road, AD3.418, Richardson, TX 75080-3021