Administrative Assistant II (JSOM)

The University of Texas at Dallas; Richardson (TX); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

100% paid employee medical coverage

Dental & Vision Plan Options

Long and short-term disability

TRS Retirement Plan

Paid time off

Job summary

The University of Texas at Dallas seeks an Administrative Assistant II to provide advanced administrative support to faculty in the Jindal School of Management. Responsibilities include travel coordination, budget management, and event planning for seminars and conferences.

The ideal candidate holds a Bachelor’s degree and has five years of relevant experience. The role offers a comprehensive benefits package, including medical insurance and professional development opportunities.

Qualifications

• Bachelor’s degree and five years of office administration or project management experience.
• Experience as Administrative Assistant I level or equivalent.
• Ability to maintain security of critical infrastructure.

Responsibilities

• Coordinate domestic and international travel arrangements.
• Process purchases and monitor financial accounts.
• Assist in planning departmental events and conferences.

Skills

Office administration

Project management

Travel coordination

Budget management

Event planning

Education

Bachelor’s degree

Job description

The Administrative Assistant II provides advanced administrative and academic support to faculty members, part-time lecturers, and PhD students within the Finance area of the Jindal School of Management (JSOM). This role assists in the planning and execution of departmental and program events, including conferences, competitions, meetings, workshops, and mixers.

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

Preferred education or experience scoring may be considered in lieu of minimum qualifications.

Other Qualifications

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

Essential Duties and Responsibilities

• Coordinate domestic and international travel arrangements, cost estimation, and submission of travel authorizations in accordance with university policies.
• Review receipts, calculate expenses, and complete expense reports for business and travel reimbursements.
• Process purchases of office supplies, books, data, and software, obtaining pre‑approval as required and ensuring compliance with university procurement policies.
• Perform monthly financial account reconciliations for faculty research accounts and multiple program and departmental cost centers.
• Complete monthly OneCard reporting and reconciliation.
• Monitor and track cost center balances and provide regular updates on available funds.
• Assist with preparation of annual department, program, and conference budget requests.

Event and Program Coordination

• Coordinate travel and logistics for guest speakers participating in the Fall and Spring Finance Seminar Series.
• Coordinate travel and logistics for faculty candidates presenting in the Finance Recruiting Seminar.
• Provide support for weekly PhD Brownbag Seminars.
• Plan and coordinate all logistics for the annual two‑day Finance Conference, including:
  • Budget tracking and cost analysis.
  • Venue coordination and hotel room blocks.
  • Transportation, catering, and social events.
  • Keynote speaker arrangements and reimbursements.
  • PhD poster session travel grants.
  • Conference registration, website updates, and materials (handouts, name badges, etc.).
  • Submission of event forms, work orders, and parking requests.
• Assist with the annual Finance Hackathon, including room reservations, event documentation, promotional purchases, and processing awards and scholarships.

Program Support

• Provide operational support for the Professional Program in Finance (PPF), including event coordination, catering, reimbursements, student travel, and scholarship processing.
• Support MS Cohort program events, including catering, event documentation, and reimbursements.
• Support MS Finance program events, including promotional items, supplies, and student travel arrangements.
• Assist with Part‑Time Lecturer onboarding, including workspace setup and access to facilities and systems.
• Provide administrative and financial support for PhD students, including budgeting, travel, purchasing, reimbursements, and coordination of job market and qualifying exam processes.

Administrative Support

• Distribute department parking codes for visitors and maintain monthly usage records.
• Manage calendars and coordinate conference room reservations.
• Assist with Visiting Scholar onboarding, including J‑1 visa documentation and arrival logistics (office space, keys, system access).
• Participate in interviewing, training, and onboarding new employees as needed.
• Perform other duties as assigned.

Physical Demands and Working Conditions

Physical Activities and Working Conditions to be provided upon request.

Work Notice

Work will be performed on-site and in person.

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:

• BCBS PPO Medical Insurance Options – including 100% paid employee medical coverage for full‑time employees.
• AD&D Insurance.
• Dental & Vision Plan Options.
• 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 membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.

Equal Opportunity Statement

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.

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.