**Administrative Assistant II** **Bookmark this Posting** **Print Preview** **|** **Apply for this Job** **Please see Special Instructions for more details.** Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major. **Posting Details** Position Information **Posting Number** S05980P **Position Title** Administrative Assistant II **Department** VP of Enrollment Management **Location** Arlington **Job Family** Administrative Support **Position Status** Full-time **Work Hours** Standard **Work Schedule** Monday through Friday; 8 a.m. to 5 p.m. + Occasional nights and weekends for events. **Open to** External and Internal **Salary** Salary is commensurate based on qualifications and relevant experience up to $50,000. **Duration** Funding expected to continue **Pay Basis** Monthly **Benefits Eligible** Yes **Benefits at UTA** We are proud to offer a comprehensive benefits package to all our employees at the University. **https://www.uta.edu/hr/employee-benefits** To 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** **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. **Job Summary** The Administrative Assistant II provides professional, highly-skilled level of administrative support for the Vice President of Enrollment Management’s Office. Responsible for variety of administrative tasks such as financial reporting, purchases and expenses, meeting coordination and more. Supervise student workers that includes managing and oversight of their tasks. Will practice independent judgement while in guidance with University policies and procedures. Perform with team members in a way that fosters positive work environment and honors UTA’s Principles of Community. **Essential Duties and Responsibilities** + Prepares monthly departmental account reconciliations that involves properly documenting and validating expenses incurred. + Manages and prepares departmental procurement card. This involves responsible expenditure practices and accountability regarding purchases made in accordance with University’s policies and procedures. + Processing financial transactions and expense reports as related to travel, department purchases, invoices, purchase orders, and other expense-related items in accordance with University’s policies and procedures. + Manages student worker(s). This involves: + Keeping logs/track of their assigned tasks, work schedules (TCP oversight), and providing guidance on projects and ensure awareness of priorities. + Making sure processes for student workers are adhered to via the Career Center and HR policies and procedures. + Front-desk management that includes greeting and guiding all guests in Vice President’s suite and answering departmental phone line. + Oversight that front-end is staffed during business hours (coordinating among student worker breaks, etc.). + Conference room management: oversee calendar/reservations, setup, cleanliness, etc. for use of executive conference room. + Provides minimum IT-related assistance with regard to monitor, connections and Teams hookup. + Event coordination, planning, setup/takedown and general assistance with Division-wide biannual retreats, Student Solutions Hub, and other Enrollment Management-related events. + Involves cost-tracking, being point-of-contact/working with vendors, caterers. + Submits and oversees work orders for department involving general maintenance (air conditioning/electric, etc.). + Point-of-contact for maintaining the Division’s breakroom (UAB 106) that includes maintenance, stocking supplies, etc. + Oversees department’s monthly office supply order. + Assist Executive Assistant and other administrative assistants across Division as needs arise. + Provide administrative support to Assistant Provost for Hispanic Student Success Senior Associate VP for Outreach Services & Community Engagement that involves making purchases, event coordination and other support as needed. + General budget oversight and administrative support for Unit Budget Administrator with regard to balances, departmental budget, etc. May include development of Excel spreadsheets and generating according reports out of MARS and/or UT Share. + Be proficient and take training courses for UT Share, PeopleAdmin, Concur and other programs as used by administrative-support staff. + Assists with processing documentation for job reclassifications, transfers, pay changes, vacancy postings and other onboarding steps, including processing eForms in UT Share. + Other duties as assigned. **Minimum Qualifications** + Bachelor’s degree with two (2) years upper-level secretarial/administrative support experience OR high school diploma or equivalent with minimum of six (6) years of increasingly responsible clerical/secretarial/administrative support. **Preferred Qualifications** + Experience with UT Share (PeopleSoft). + Prior Higher Education experience. + Supervisory experience. **Knowledge, Skills and Abilities** + Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) + Skilled written and oral communication skills + Ability to manage time effectively and prioritize tasks + Ability to independently resolve routine and complex problems and make decisions + Ability to interpret and execute complex protocols, policies and procedures. + Ability to practice confidentiality and discretion with sensitive information/matters. + Be knowledgeable on current University policies and procedures. + Be knowledgeable and take training courses for new programs and/or processes as introduced on campus. + Be aware of policy updates/changes that impact HR, Financial and other administrative matters. + Ability to complete all physical tasks as needed. **Other Requirements** **Working Conditions** **Special Conditions for Eligibility** **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. **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 **ADADocs@uta.edu** . Posting Detail Information **Number of Vacancies** 1 **Open Until Filled** **Minimum Number of References Required** 3 **Maximum Number of References Accepted** 3 **Special Instructions to Applicants** Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major. **Requirement Questions** Required fields are indicated with an asterisk (*). 1. *What is the highest level of education attained? 2. GED 3. High School Diploma 4. Associate's Degree 5. Bachelor's Degree 6. Master's Degree 7. PhD or equivalent 8. *How many years of supervisory experience do you have? 9. None/less than 2 years 10. 3 to 4 years 11. 4 to 5 years 12. 6 or more years 13. *How many years of experience do you have in an administrative, secretarial or clerical role? 14. None/less than 2 years 15. 3 to 4 years 16. 5 to 6 years 17. 7 years or more 18. *How many years of experience do you have working in higher education? 19. None/less than 1 year 20. 2 to 3 years 21. 4 to 5 years 22. 6 years or more **Documents Needed To Apply** **Required Documents** 1. Resume or CV 2. Cover/Interest Letter **Optional Documents**