Administrative Assistant II

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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 S05439P

Position Title Administrative Assistant II

Department Engineering

Location Arlington

Job Family Administrative Support

Position Status Full-time

Work Hours Standard

Work Schedule

Monday through Friday; 8:00 a.m. to 5:00 p.m.

• Hybrid remote work option after probationary period with supervisor’s approval.

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience up to $45,000.00.

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.

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 serves as the lead first point of contact for the Dean’s Office and ensures a positive welcoming environment for students, faculty and staff. Provides assistance to individuals by responding to routine questions; provides general information; answers the main phone line; manages electronic calendars; performs other related duties. Provides highly skilled administrative support service to relieve an administrator of a number of organizational decisions and to coordinate the activities of the unit. Composes complex correspondence and materials. Arranges meetings and assists with related logistical support as needed. Responsible for complex decision making, exercising initiative and independent judgment, daily office supply management and coordinating building maintenance. Performs other duties as assigned. May direct the work of student employees.

Essential Duties and Responsibilities

• Responsible for handling the first impressions for guests who visit or call the Dean’s Office, which includes greeting guests, answering phones, and handling inquiries, providing excellent customer service.

• Serves as the first point of contact for college inquiries, provides direction to the appropriate department contacts and follow up as needed.

• Performs advanced/specialized clerical work for a large department in addition to reception-related duties, greeting visitors while using independent judgement, multitasking, and maintaining confidentiality as needed.

• Schedules designated meetings spaces, tracks access, and tidiness of Dean’s Office spaces.

• Assist various organizations and departments across the university in scheduling and confirming designated conference room reservations within the college.

• Responsible for a University procurement card and maintaining the appropriate documentation in a monthly log and following all related procedures.

• Performs purchasing duties for the Dean’s Office.

• Oversees the check-out and return of equipment; submits maintenance requests for the building and tracks progress.

• Provides the day-to-day administrative support to the Executive Assistant to the Dean projects.

• Assists in the maintenance and organization of Dean’s Office and College filing and data.

• Maintains contact lists, informational sheets, and other related documents.

• Assists the HR Coordinator with the processing of volunteer, visa, and remote-work requests.

• Maintains up-to-date knowledge of relevant University and federal regulations; records data in spreadsheets.

• Assists with logistical support for events as requested including creating event checklists, arranging catering, providing day-of coordination, organizing event space, handling event parking and signage, and creating/setting up event decorations as needed.

• Prepares invitations, tracks RSVPs, and ensures a high-quality guest experience.

• Organizes and manages office supply inventory, submits needed orders, tracks and receives supplies, disburses all incoming deliveries.

• Prepares mails and tracks priority shipments.

• Provides limited day-to-day administrative support to the Associate Deans of Engineering which includes coordinating meetings, refreshments, and other logistical needs as required.

Minimum Qualifications

• High school diploma with six (6) years of increasingly responsible administrative, secretarial, and/or clerical experience.

Preferred Qualifications

• Bachelor’s degree with two (2) years upper-level secretarial experience.

Knowledge, Skills and Abilities

• Proficiency with Microsoft Office products: Word, Excel, Teams, OneDrive/Sharepoint, and other common office software.

• Advanced knowledge of computer technology, including the ability to use specialized software packages for spreadsheets, graphics, word processing and digital database management.

• Excellent organizational and communication skills.

• Ability to prioritize workload for timely completion of important tasks, and ability to maintain confidentiality.

• Ability to maintain digital filing system and mailing system.

• Proficiency in spelling, grammar, excellent customer service skills.

• Ability to maintain confidentiality.

• Outstanding time management skills are essential.

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. How many years of professional experience do you have in the related field?

2. None/less than 2 years

3. 2 to 3 years

4. 4 to 5 years

5. 6 years or more

Documents Needed To Apply

Required Documents

1. Resume or CV

2. Cover/Interest Letter

Optional Documents

1. Other Document(s)