Administrative Assistant I
Provides administrative support for assigned area(s) and assists with special projects, activities, and events.
Essential Duties and Responsibilities
- Provides administrative support to the faculty.
- Completes account reconciliation of monthly financial transactions in PeopleSoft to supporting documentation on faculty cost centers, identifies incorrect or missing charges and takes appropriate action. Notifies and updates faculty on a periodic basis regarding available funds in their cost centers.
- Assists with the execution of department events. This includes conferences, meetings and mixers.
- Assists faculty and department in using University procurement business practices including receiving quotes, appropriate means of purchasing supplies and equipment, and appropriate use of purchasing online vs. the eProcurement system.
- Periodically reviews encumbrances and Purchase orders to ensure payments have been posted and encumbrances released for efficient use of funds.
- Checks budgets, and initiates budget journals needed before purchases or travel arrangements are made.
- Coordinates travel arrangements and reimbursements according to university policies.
- Makes conference room reservations for faculty/student events and meetings. Maintains calendars, appointments as well as room and parking reservations.
- Provide academic and administrative support for the program and associated faculty. Ph.D. student support, which includes budgets, travel, job market, etc.
- Other Duties as assigned.
Administrative Assistant II
Provides mid-level administrative support for assigned area(s) and assists with special projects, activities, and events. Requires an understanding of organization operations, organizational procedures, and HR functions. Employees at this level typically handle complex administrative tasks with increased independence, often managing specific areas of administrative work. Works under minimal supervision.
Essential Duties and Responsibilities
- Provides independent administrative support to the faculty.
- Completes account reconciliation of monthly financial transactions in PeopleSoft to supporting documentation on faculty cost centers, identifies incorrect or missing charges and takes appropriate action.
- Notifies and updates faculty on a periodic basis regarding available funds in their cost centers.
- Assists with the planning and execution of department events. This includes conferences, meetings and mixers.
- Assists faculty and department in using University procurement business practices including receiving quotes, appropriate means of purchasing supplies and equipment, and appropriate use of purchasing online vs. the eProcurement system.
- Periodically reviews encumbrances and Purchase orders to ensure payments have been posted and encumbrances released for efficient use of funds.
- Checks budgets, and initiates budget journals needed before purchases or travel arrangements are made.
- Coordinates travel arrangements and reimbursements according to university policies.
- Plan and execute events and meal planning for faculty and their guests, as well as provide support for program meetings and events. May include making posters, emails, travel and hotel arrangements, meal planning, scheduling of visits, itineraries, reimbursements, parking, Uber, providing maps, and communication with guests.
- Makes conference room reservations for faculty/student events and meetings. Maintains calendars, appointments as well as room and parking reservations.
- Assist in the day-to-day operations for PhD Program.
- Provide academic and administrative support for the program and associated faculty. Ph.D. student support, which includes budgets, travel, job market, etc.
- Student and faculty reminders, current and former student record keeping.
- Other Duties as assigned.
Qualifications
Administrative Assistant I:
Bachelor’s degree and two years office administration or project management experience or an equivalent combination of education and experience.
Administrative Assistant II:
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.
Interested applicants must apply at https://jobs.utdallas.edu/postings/32151
Job Type: Full-time
Pay: $38,000.00 - $45,000.00 per year
Benefits:
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
People with a criminal record are encouraged to apply
Work Location: In person
