The University Of Texas At Dallas Administrative Assistant I in TX, United States
Posting Number: S04402P
Department: Electrical and Computer Engineering
Salary Range: $32,359 - $34,737 DOQ
Pay Basis: Monthly
Position Status: Regular full-time
Assists faculty with research accounts with all phases of administration. Answers questions, works with faculty to implement university policies and procedures as well as relevant policies local, state and federal laws and regulations pertaining to purchasing and ordering, travel and reimbursement, account reconciliation, and building security access. May assist faculty with correspondence, editing of documents.
Assists faculty and department in using University procurement business practices including receiving quotes, appropriate means of purchasing supplies and equipment, and appropriate use of purchasing online vs. the eProcurement system. Assists in tracking expenses used in equipment fabrication or lab development on plant funds. Checks budgets, and initiates transfers of budget as allowed and needed before purchases or travel arrangements are made, and before employment and hiring requests on faculty accounts are processed. Completes building access requests. Includes for students’ access to faculty labs, research facility buildings, and teaching labs. Makes conference room reservations for faculty events and meetings, for graduate student thesis proposals and defense, for lab meetings, etc.
Plans and executes events and meal planning for faculty and their guests, as well as provides support for Department and School meetings and events. May include making posters, emails, travel and hotel arrangements, meal planning, scheduling of visits, itineraries, reimbursements, parking, Uber, providing maps, and communication with guests. Supports a variety of special events including Senior Design Expos, Commencements, Conference support, Speaker Series, Department Tours, Welcome Week, Orientations, etc.
Provides operational support for the Department’s customer service. Includes answering inquiries at the front desk, answering the department’s main line, providing refreshments for faculty and departmental guests. Opens front, back and interior break room doors in mornings, closes and locks at end of business.
Provides Departmental conference room management. Includes making conference room reservations, updating schedules, printing and posting outside conference room, opening and locking conference room doors mornings and close of business, straightening chairs, cleaning table and credenza, wrapping and placement of media cords, turning off equipment and lights.
Works as a member of the ECE Department’s financial and operations teams to assist with development of standard operating procedures and policies that work with School and University policies, as well as applicable local, state and federal laws and regulations.
May work as departmental academic scheduling specialist with Associate Department Head. Involves timely communication with Registrar’s Office and professors. Also requires skill with spreadsheet management, tracking requests, additions and edits. Will work with university database, ORION . Will also conduct frequent audits and checks to ensure scheduling of classrooms and information for departmental courses in ORION is consistent with spreadsheet and Associate Department Head’s information. Updates to course catalog for department using university’s CatBook, and auditing/checking to ensure changes are applied correctly in system. Ability to multi-task during key times of year with other duties, scan/respond to large volumes of emails. Requires ability to handle multiple processes and communicate at the same time. Requires ability to identify and prioritize, and handle shorter tasks quickly so as not to fall behind. Some overtime during peak periods may be required.
Bachelor’s degree and two years office administration or project management experience or an equivalent combination of education and experience.
Preferred Education and Experience:
Bachelor’s degree in public, business administration, management, or related field; and two years experience performing administrative duties in a position in higher education. An equivalent of relevant education and experience may be considered. Demonstrated experience in event planning and execution. Demonstrated experience working with the public in a customer service role. Candidates able to begin work within 2 weeks of hire will also be given priority.
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 (ADACoordinator@utdallas.edu) . For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator (TitleIXCoordinator@utdallas.edu) .