ADMINISTRATIVE ASSISTANT II Job Listing at UT Dallas in Richardson, TX (Job ID 27783)

Description

This position provides administrative support for the Office of Undergraduate Education (OUE). The Office of Undergraduate Education consists of various administrative and student-serving units. In Academic Year 2023, OUE served 9,354 unique undergraduate students and 2,428 unique graduate students. Programs hosted over 145 events and workshop sessions, collaborated with numerous faculty and campus partners and provided students with multiple engagement opportunities. The Administrative Assistant II position reports to the Business Officer and supports and serves as backup to the Administrative Services Officer in the OUE central office. The central team coordinates and provides support to all OUE areas. Overall duties include but are not limited to general office duties, coordinating travel for staff and students, maintaining and reconciling multiple program budgets, processing scholarship requests, managing event and meeting spaces, and occasionally supporting Undergraduate Education program events. This position will support various administrative functions for OUE programs, including but not limited to the Academic Bridge Program (ABP), Comet Scholars Program (CSP), Chime Scholars, Freshman Mentor Program, Transfer Mentor Program, Comet Cents, Comet Cupboard, and Undergraduate Research. The ideal candidate will have account reconciliation experience, be detail-oriented, possess excellent interpersonal skills, and can work with people from different backgrounds.

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.

Preferred Education and Experience

• The ability to multi-task and prioritize. Experience in higher education and administrative roles is preferred but not required. Above-average proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint) is necessary. Experience with PeopleSoft is preferred.
• Shows initiative and will accept a variety of tasks
• Possesses good time management skills and the ability to make independent choices and prioritize tasks when given predefined tasks. Consistently self-directed and able to focus quickly and clearly on assigned tasks
• Asks for help in clarifying or accomplishing tasks, as needed
• Possesses basic productivity software skills (including Excel, Publisher, etc.). Familiarity with eLearning and MS Teams

Essential Duties and Responsibilities

• Provide support to the Administrative Services Officer (ASO) on the Office of Undergraduate Education central team.
• Maintain and reconcile multiple program budgets by tracking expenses in an Excel spreadsheet, including but not limited to 19 scholarship accounts (15 of which support the University's Academic Bridge Program).
• Provide support for individual, team, and student group travel arrangements.
• Work with ASO and program managers to prepare and submit student scholarship awards, and purchase requisitions, including non-catalog requests, check requests, new vendor setup in PaymentWorks, invoicing, and business and non-business expense reimbursements.
• Provide One Card entry and reconciliation support to multiple team members to ensure accuracy and compliance with all University guidelines.
• Support ASO in managing reservation requests, changes, and cancellations for multiple spaces overseen by the Office of Undergraduate Education.
• Support the Office of Undergraduate Education central team in tracking and documenting student issues reported to OUE.
• Process scholarship requests for multiple Undergraduate Education programs.
• Assist with Undergraduate Education program events as needed.
• Provide the OUE Business Officer with regular updates on core functions and projects on a regular basis.

Additional Information

Remote Notice: After the probationary period, this role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. May be required to use personal computer and other standard office equipment. Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice. A UT Dallas Remote Work Agreement will be required within 14 days after approval.

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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