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Administrative Assistant II - Deans Suite

University of Texas at Dallas
United States, Texas, Richardson
May 27, 2022
Posting Details

Posting Details

Posting Number S04142P Position Title Administrative Assistant II - Deans Suite Functional Title Department Management Salary Range $40,000 - $44,350 Pay Basis Monthly Position Status Regular full-time Location Richardson Position End Date (if temporary) Posting Open Date 05/27/2022 Posting Close Date Open Until Filled Yes Desired Start Date 06/27/2022 Job Summary

Come and be a part of UTD's largest school where we are empowering future entrepreneurs and innovators to become community leaders and global-minded citizens!

Assists multiple faculty with business operations of the area. Answers questions, provides advice to faculty regarding 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 room/resource access. May assist faculty with communication to their students. 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. Periodically reviews encumbrances and Purchase orders to ensure payments have posted and encumbrances released for efficient use of funds.
Checks budgets, and initiates budget journals needed before purchases or travel arrangements are made.
Completes account reconciliation of monthly financial transactions in People Soft to supporting documentation on faculty cost centers, identifies incorrect or missing charges and takes appropriate action. Notifies and updates faculty on a periodic basis regarding available funds in their cost centers.
Uses Excel spreadsheets, other MS Office suite of products, and Peoplesoft modules to manage budget and areas of responsibility.
Plan and execute events and meal planning for faculty and their guests, as well as provide support for Area 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. Makes conference room reservations for faculty events and meetings, for graduate student thesis proposals and defense, etc.

A remote work schedule is not available for this position.

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

Bachelor's degree in public, business administration, management, or related field; and two years of experience performing administrative duties in a position in higher education. An equivalent of relevant education and experience may be considered. Demonstrated knowledge of applicable business practices, laws and regulations related to public fiscal administration, including procurement, travel, reimbursements, use of public agency credit card. Prefer minimum of 1 -2 years of academic work in a large department with at a public university. Prefer experience in communication with faculty regarding university procurement, travel. Experience using People Soft Financial Management System/corporate travel agency, experience in UT Dallas budget administration and account reconciliation, and experience explaining policies and procedures to faculty and students will be given priority. Strong or proven written communications skills.

Essential Duties and Responsibilities

Responsible for the business operations of the department to include reconciling accounts, utilize e-procurement software, credit card reconciliation, revenue deposits and other business operations/projects as needed. Complete general office duties and responsibilities to support academic area.
Provides advanced support for faculty and students in the Jindal School of Management in procurement, travel, reimbursements, account reconciliation functions and reporting. The employee will assist in managing budgets, arranging travel, purchasing materials, and maintaining records to be audit compliant. The employee will serve as the initial point of contact for inquiries.
Creates a positive workplace culture for faculty and staff. Participates, supports and engages in events supporting departmental, School and University mission, creating a positive educational environment for students. Functions as liaison to Procurement Management, Travel, Accounts Payable, University credit card administration, Accounting and Financial Reporting, Central Business Office,
JSOM Dean's Office, areas within the Office of Research, and other units on campus. Answers questions, provides advice to faculty regarding compliance with relevant university policies, local, state and federal laws and regulations.
The desired employee is detail oriented, possesses excellent customer service skills and is able to prioritize and complete tasks in a timely manner.

Physical Activities Working Conditions Additional Information

What We Can Offer

UT Dallas aims to attract and retain talented faculty and staff to support the university's mission. We offer a comprehensive compensation and benefits package, including medical, dental, vision, paid time off, retirement, life insurance and AD&D coverage. UT Dallas also offers employee wellness programs, tuition assistance, professional development through Academic Impressions, and so much more. Visit for more information.

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. The University prohibits unlawful discrimination against a person because of their race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information, or veteran status. Visit for more information.

Special Instructions Summary 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) 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 programs and activities, including in admission and enrollment. For inquiries regarding non-discrimination policies, contact the Director of Institutional Equity at Institutional Equity@utdallas.edu or the Title IX Coordinator at Title IX Coordinator@utdallas.edu, or call 972-883-5331.