Administrative Assistant II - Deans Suite

University of Texas at Dallas

United States, Texas, Richardson

May 27, 2022

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 PeopleSoft 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 PeopleSoft 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 InstitutionalEquity@utdallas.edu or the Title IX Coordinator at TitleIXCoordinator@utdallas.edu, or call 972-883-5331.