Administrative Specialist

The University of Texas at Arlington Portal; Virginia (MN); On-site; USD 60,000 - 75,000; Full time

Job summary

The University of Texas at Arlington is seeking an Administrative Specialist to manage key office operations for the Office of the Associate Vice President for Business Affairs/Controller. You will develop, implement, and continually improve standard administrative processes and support executives with calendars, travel, meetings, and reports.

You will handle financial tasks, reconcile cost centers, and contribute to committees while ensuring policy adherence and effective information sharing

Qualifications

• Five years of administrative support at a high level or equivalent.
• Knowledge of university policies and procedures.
• Proficient in Microsoft Office and campus systems (UTShare/MyMav/Canvas/Mentis).

Responsibilities

• Relieve senior administrators of routine tasks and manage calendars and meetings.
• Improve administrative services and processes; advise on service changes.
• Assist with financial matters, purchases, fund availability and requisitions.
• Perform cost center and Procard reconciliations; resolve discrepancies.
• Arrange travel authorizations and prepare expense reports.
• Draft complex correspondence and department communications.
• Coordinate meetings, conferences, and events; prepare agendas.
• Assist with website maintenance and content updates.
• Perform other duties as assigned.

Skills

Microsoft Office

UTShare

MyMav

Canvas

Mentis

Budget management

Communication skills

Policy knowledge

Tools

PeopleSoft

Job description

Job Summary

The Administrative Specialist manages the administrative functions in the Office of the Associate Vice President for Business Affairs/Controller and its extended office units. Develops, implements, and continuously improves standard administrative processes, including information sharing related to policies and procedures. Exercises independent judgment in facilitating day-to-day office operations. Relieves administrators of various routine responsibilities and tasks. Supports administrators in the office with (but not limited to) the following functions: personnel actions and onboarding, acquisitions, timekeeping, leadership support, managing calendars, arranging meetings, assisting with meeting preparation and providing follow up as needed, taking minutes, and coordinating travel arrangements and expense reimbursements. Serves on university committees.

Essential Duties and Responsibilities

• Relieve Associate Vice President/Controller and other administrators of a wide variety of routine administrative responsibilities and tasks which require a thorough understanding of the policies and procedures of the University.
• Work with team to implement and continuously improve the delivery of administrative services and processes.
• Recommend changes to services to better meet the needs of the department staff, as well as external stakeholders.
• Provide assistance with financial and budget matters to include (but not limited to):
• Facilitate departmental purchases, confirm fund availability, review account balances and create requisitions.
• Perform monthly and annual reconciliation of cost centers and Procard activity and resolve discrepancies.
• Obtain travel authorizations and prepare travel expense reports for processing.
• Composes complex correspondence, memorandums, and fliers to distribute to the department and other entities.
• Arrange meetings, conferences, and workshops; prepare the agendas; and provides refreshment services. Provide additional assistance with events and special projects as needed.
• Assist with website maintenance; ensure content is consistently updated and current.
• Performs other duties as assigned.

Minimum Qualifications

• Five (5) years of experience in administrative support of a high level professional or executive or an equivalent mix of education and relevant experience in similar role.

Preferred Qualifications

• Two (2) years of experience managing office staff.
• Knowledge and experience in PeopleSoft or an equivalent.

Knowledge, Skills and Abilities

• Knowledge of the University’s policies and procedures.
• Excellent communication skills (written and verbal).
• Ability to communicate and liaise with faculty and administrators.
• Efficient and competent working knowledge of Microsoft Office.
• Proficient knowledge of UTShare, MyMav, Canvas, Mentis, Digital Measures and other various UTA programs.

Special Conditions for Eligibility

It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

CBC Requirement

It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

EEO Statement

It is the policy of The University of Texas at Arlington ( UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.

University Information

The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution. UTA ranks No. 4 nationally in Military Times’ annual “Best for Vets: Colleges” list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution ( HSI ) and an Asian American and Native American Pacific Islander-Serving Institution ( AANAPISI ), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA’s $22.2 billion annual economic impact on Texas. Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100 . The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

ADA Accommodations

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email [e-mail] .

Number of Vacancies

Number of Vacancies 1

Minimum Number of References Required

Minimum Number of References Required 3

Maximum Number of References Accepted

Maximum Number of References Accepted 3

Salary Salary is commensurate based on qualifications and relevant experience.

We are proud to offer a comprehensive benefits package to all our employees at the University.https://www.uta.edu/hr/employee-benefitsTo help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:https://resources.uta.edu/hr/services/records/compensation-tools.php