Executive Assistant

UT Tyler; Arlington (TX); On-site; USD 62,000 - 80,000; Full time

Benefits offered by this job

Benefits package

Job summary

The University of Texas at Arlington seeks an Executive Assistant to provide comprehensive administrative support to the Vice President for Student Affairs and the Division of Student Affairs office. You will manage calendars, budget records, and personnel transactions in PeopleSoft, coordinate events, and supervise staff while handling highly confidential materials in a fast-paced environment.

This role requires strong communication, organization, and leadership to contribute to the VPSA's

Qualifications

• Associate degree with five years of admin experience or seven years combined education/experience.
• Strong budget management and financial reconciliation skills.
• Proven ability to handle confidential information and supervise staff.

Responsibilities

• Manage multiple calendars, conference room scheduling, and general office duties for the VPSA.
• Oversee and maintain budget records, requisitions, and financial processes for VPSA.
• Handle personnel transactions in PeopleSoft and manage staff time and leave.
• Coordinate events, provide executive outreach support, and supervise staff.
• Draft and proofread correspondence and maintain filing systems.

Skills

Microsoft Office

Budget management

Supervisory experience

Confidentiality

Time management

Education

Associate degree

Tools

PeopleSoft

Excel

ProCard management

Job description

The annual salary for this position ranges from $62,000 to $80,000. The final offer will be commensurate with the candidate’s relevant experience and qualifications.

Documents Needed to Apply

Required:

• Resume
• References (minimum of three)

Purpose of Position

The Executive Assistant provides comprehensive, executive administrative support for the Vice President for Student Affairs and the Division of Student Affairs office. Supervises an Administrative Specialist and student staff, while serving as a leader for the Division of Student Affairs administrative assistants support staff. Responsible for managing multiple calendars, projects, financial tasks, correspondence, and other administrative duties. Must be highly motivated, task-oriented, reliable, professional, capable of managing a complex workload, and able to prioritize tasks in a fast-paced office environment.

Essential Functions

• Manage scheduling of conference rooms, work orders, time reports, contract process and other general office duties for the Vice President for Student Affairs primarily.
• Support other members of the Student Affairs leadership team within the VPSA office as circumstances demand.
• Oversee and maintain budget records for purchasing and related financial management processes for the VPSA, including reconciling monthly financial statements.
• Manage personnel transactions, requisitions, ProCards, student employees’ time, staff vacation and sick leave according to established policies and deadlines.
• Facilitate extensive executive outreach and external relations efforts on behalf of the VPSA, in coordination with the Administrative Specialist and other appropriate staff members.
• Manage/coordinate various events in support of the VPSA’s responsibilities, with emphasis on commencement-related activities.
• Compose correspondence and proofread documents for review and/or official signature (excused absence letters, contracts, resolutions, etc.).
• Handle numerous and significant confidential and sensitive materials.
• Manage logistics for several Student Affairs committees including Student Affairs Advisory Board, Handbook of Operating Procedures, Tuition Review, etc.
  Coordinate catering, meeting logistics and agendas for events, staff meetings, luncheons, receptions, retreats, etc.
• Coordinate and host quarterly meetings with administrative support staff across Student Affairs with a focus on professional development. Provide training, consultation, and general mentoring to the administrative staff across Student Affairs as the lead administrative staff member for the division.
• Develop, implement and maintain printed and digital filing system. Retain files according to records retention policy.
• Support Student Affairs email account and email listings.
• Facilitate the hiring of office vacancies.
• Process forms for recruitment, appointments, position changes, leave requests and terminations in PeopleSoft.
• Provides secondary administrative support for the Hispanic Serving Institutions personnel and programming within Student Affairs.
• Performs other duties as assigned.

Required Qualifications

• Associate degree with a minimum of five (5) years increasingly responsible administrative experience, supervisory experience, knowledge of digital tools and office software applications and demonstrated financial understanding of budget management or seven (7) years of an equivalent combination of education and experience.

Preferred Qualifications

• Bachelor’s degree or equivalent with more than five years of increasingly responsible administrative experience, knowledge of digital tools, and other office software applications and demonstrated financial understanding of budget management.
• Experience with PeopleSoft/UT Share.

Knowledge, Skills & Abilities

• Proven administrative and Microsoft Office skills.
• Excellent oral and written communication skills.
• Ability to multitask, organize, prioritize and work with initiative both independently and within a team environment.
• Attention to details, decision-making and problem-solving skills.
• Ability to maintain a high degree of confidentiality.
• Must be highly motivated and collaborative.
• Ability to managing a significant workload and prioritize tasks in a fast-paced office environment.

Work Schedule

• Monday through Friday; 8:00am through 5:00pm
• 10% Travel.
• Requires occasional evening or weekend hours.

Working Conditions

• May work around standard office conditions.
  

Benefits Information

Position is benefit eligible: Yes

• We are proud to offer a comprehensive benefits package to our employees at the University.

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

This position may have access to critical infrastructure as defined by Section 113.001(2) of the Texas Business and Commerce Code. If so, to be hired for and continue to be employed in this position you must maintain the security or integrity of the infrastructure as set forth in Texas Executive Order GA 48. By assuming this position, and if you have access to critical infrastructure, you authorize the University to conduct routine background checks.

University Information

The University of Texas at Arlington (UTA) 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. As a comprehensive teaching, research, and public service institution, UTA is dedicated to the advancement of knowledge through scholarship and creative work. With an enrollment of more than 42,000 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 and nationally recognized for its commitment to student success and service. It ranks No. 5 in Military Times’ “Best for Vets: Colleges” and is the top university in North Texas for its graduates’ salaries (The Wall Street Journal). UTA is designated as both a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander-Serving Institution and is No. 6 for undergraduate ethnic diversity in the United States (U.S. News & World Report, 2023). With a global alumni network of approximately 280,000 – including leaders at many of the 24 Fortune 500 companies headquartered in North Texas – UTA contributes an estimated $29 billion annually to the Texas economy.

UTA is expanding its regional footprint by building a regional campus, called UTA West, in Parker County on the far west side of Fort Worth. It is scheduled to open in fall 2028. This initiative aligns with the university’s strategic growth and commitment to serving the broader community.

This is an exciting time to join UTA and contribute to its bold vision for the future.

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.

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] .