Description
Provide direct support to the Department Head, support assigned projects and committees, and assist with management of front-office operations. Assist with managing complex schedules to support timely project delivery and ensure the smooth operation of the department's executive suite. Responsibilities include scheduling meetings and appointments, screening and responding to emails, monitoring project timelines, drafting and editing reports and correspondence, collaborating with faculty, staff, and administrators across the university, managing administrative deliverables, and maintaining a well-organized and efficient office environment.
Must be able to navigate a complex organization, demonstrate exceptional organizational skills, prioritize workflow, and manage multiple responsibilities simultaneously while maintaining accuracy and quality results. Excellent communication skills, discretion, forward-thinking, and meticulous attention to detail are imperative. The position requires proven experience using Microsoft 365 tools (including creating and using SharePoint, Teams, and other apps) or a similar suite of online collaboration and productivity tools effectively along with an ability and willingness to learn other job-related software.
Minimum Education and Experience
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.
Essential Duties and Responsibilities
- Organize, prioritize, and manage workflow for the Department Head's administrative tasks and projects, intercept incoming requests and emails, follow through with calendar reminders and action items, and interact in person, by phone, and via email with faculty, staff, and students as necessary to ensure timely and accurate completion of the work.
- Act as liaison between committees and department head. Manage meetings and schedules, including agendas, notifications and meeting materials, recording and distribution of the meeting minutes. Meet regularly with the department head to provide updates on issues, review the schedule, and to plan for upcoming meetings and events.
- Plan and prepare travel arrangements and accommodations for business travel. Process post-travel expense reports in a timely manner. Order office supplies and maintain department conference room schedule.
- Exercise a high level of discretion and professionalism, courtesy, tact, confidentiality, and sound judgment. Facilitate high-level verbal and written communications and process confidential email/mail and phone calls. Provide excellent customer service to all guests, vendors, staff, and stakeholders. Build productive, collaborative relationships with internal and external constituents.
- Manage accounts processing, including purchasing, requisitions, vendor management, invoicing, cost center and One Card reconciliation, and expense reports for reimbursements. Maintain an archival system for easy retrieval of documents.
- Provides general assistance as needed to students, faculty, staff, parents, alumni, donors, trustees, and the public at large.
- Provide support with accreditation review, commencement, and school/university-wide events.
- Serve in backup role for other department staff as needed. Assist with special projects and perform other duties as assigned.
- Operates personal and UT Dallas-owned vehicles or golf cart on work sites, as necessary.
- Additional duties as assigned.
Additional Information
Remote Work Notice: Following successful completion of an initial training period, a hybrid work schedule may be available, subject to business needs and departmental approval. Employees must be located within the Dallas/Fort Worth Metroplex area and have the ability to be on campus for work activities as scheduled and/or with 24-hour notice. Completion and approval of a UT Dallas Remote Work Agreement will be required, and use of personal computer, internet, and other standard equipment may be required. Remote work arrangements are subject to regular review and re-approval and may be canceled.
The University of Texas at Dallas has an excellent job opportunity for individuals looking to join the Erik Jonsson School of Engineering and Computer Science team as an Administrative Assistant II.
About UT Dallas: The University of Texas at Dallas is a top public research university committed to admitting, enrolling, and graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world. A variety of people, ideas, backgrounds, and perspectives is crucial to achieving our vision and mission. UT Dallas fosters an educational, working, and living environment where all members of our community are welcomed, treated fairly, and supported in their pursuit of excellence.
What We Can Offer
UT Dallas is an Equal Opportunity Employer with an employee-friendly and supportive work environment. Our comprehensive compensation and benefits package that is effective as of your hire date includes:
- Competitive Salary
- Tuition Benefits
- Internal Training
- BCBS PPO Medical insurance – 100% paid for full-time employees
- PPO and DHMO Dental Insurance Plan – PPO plans include ortho benefits
- Vision Insurance
- Long and short-term disability
- TRS Retirement Plan – defined benefit plan offering lifetime annuity upon retirement
- Voluntary Retirement Plan Options – additional savings opportunities with Tax-Sheltered Annuity Plans and Deferred Compensation Plans
- Dental/Vision/AD&D
- Paid time off
- Paid Holidays
- Paid Winter Break
- Fertility Benefits
- Remote Work Options – approved by department
All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program. Visit https://hr.utdallas.edu/employees/benefits/ for more information.
If you are looking for a rewarding career opportunity with great benefits? Look no further! Join our team!
Important Message
1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.
2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. EOE, including disability/veterans. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.
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