Administrative & Office Ops Specialist — Budget & Travel

The University of Texas at Arlington; Arlington (TX); On-site; USD 35,000 - 50,000; Full time

Job summary

The University of Texas at Arlington is seeking an Administrative Support Specialist to assist administrators and faculty in achieving departmental goals. The role covers office management, budget coordination, document processing, and liaison duties.

Responsibilities include handling financial transactions, travel arrangements, personnel records, timekeeping, and coordinating meetings with a focus on efficiency and compliance with university policies.

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: Bachelor's degree in Communication, General Studies, or Business.
• Preferred: Experience with department budgets.
• Preferred: Experience processing basic financial transactions.
• Preferred: Experience with PeopleSoft.
• Preferred: Experience with University of Texas at Arlington policies and procedures.
• Ability to utilize Microsoft Office Suite.
• Skilled in written and oral communication.
• 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.

Responsibilities

• 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.

Skills

Written communication

Oral communication

Time management

Prioritization

Problem solving

Education

High school diploma or equivalent

Bachelor's degree in Communication, General Studies, or Business

Tools

PeopleSoft

AV equipment familiarity

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; 8:00am through 5:00pm.
• Extended work hours periodically required.
  
  

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