Administrative Assistant II

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 S05455P

Position Title Administrative Assistant II

Department Physics

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.

• Extended work hours periodically required.

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience up to $45,000.

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.

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:

~~~

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 ~~~ . 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

Provide administrative support to assist the High Energy Physics group and faculty in achieving goals. Responsible for the following duties: assisting the Physics department, accounting, travel planning, drafting correspondence, processing documents for personnel matters, etc.

Essential Duties and Responsibilities

• Performs a variety of administrative duties for High Energy Physics faculty.

• Answers questions and resolves problems regarding the business unit.

• Ensures compliance with internal and external policies and procedures.

• Reviews and approves financial transactions including purchase orders, vouchers, deposits, transfer of funds and pro card transactions.

• Performs monthly reconcilement of pro cards, cost centers, grants.

• Coordinates international and domestic travel arrangements and prepares expense vouchers and expense reimbursements.

• Processing of sub-awards.

• Processes and maintains various personnel records (e.g., appointments, change of status, leave requests, terminations, etc.).

• May act as departmental timekeeper.

• Assist with meeting logistics including room scheduling, ordering of supplies, food, arranging for accommodations such as chairs, tables, marker boards, AV equipment, etc.

• Work collaboratively on projects and assist as needed with the Physics Department.

• May direct the work of other clerical staff by assigning duties.

• Coordinate student appointments and tuition disbursements with Physics Coordinator II, Special Programs.

Minimum Qualifications

• High school diploma or equivalent and a minimum of four (4) years of experience providing secretarial or administrative support in increasingly demanding positions.

• At least three (3) years of experience in accounting.

Preferred Qualifications

• Bachelors' degree in Communication, General Studies, Business, or Accounting, or equivalent experience.

• Experience with department budgets.

• Experience processing basic financial transactions.

• Experience with PeopleSoft.

• Experience with University of Texas at Arlington policies and procedures.

Knowledge, Skills and Abilities

• Ability to utilize Microsoft Office Suite.

• Knowledge of standard office practices and procedures.

• Ability to maintain accurate records.

• Skilled in written and oral communication skills.

• Ability to independently resolving routine and complex problems and make decisions.

• Ability to draft, read and comprehend a variety of correspondence.

• Ability to manage time effectively and prioritize work.

• Skilled in preparing clear and concise reports, correspondence, and other written materials.

• Skilled in conflict resolution, using tact, discretion, initiative, and independent judgment within established guidelines.

• Skilled in researching, compiling, and summarizing a variety of informational, financial, and statistical data and materials.

• Skilled in applying logical thinking to solve problems or accomplish tasks.

• Understanding, interpreting, and communicating complicated policies, procedures, and protocols.

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 ~~~ or email ~~~ .

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 experience do you have in an administrative, secretarial or clerical role?

9. None/less than 3 years

10. 3 to 4 years

11. 5 to 6 years

12. 7 years or more

13. *How many years of experience do you have in accounting and/or bookkeeping?

14. None/less than 2 years

15. 2 to 3 years

16. 4 to 5 years

17. 6 years or more

18. *What is your skill level with Microsoft Excel?

19. No Skills/Basic

20. Intermediate

21. Advanced

22. Proficient

Documents Needed To Apply

Required Documents

1. Resume or CV

2. Cover/Interest Letter

Optional Documents

1. Transcripts