Administrative Assistant II.

Job Summary

Provide highly skilled administrative support to assist administrators and staff in achieving departmental goals. Includes the following duties : coordination of daily office management, assisting with budget preparation, drafting correspondence, processing documents for personnel matters, etc.

Acts as a departmental liaison. Essential Duties and Responsibilities

Oversees the daily office operations of Academic Advising and Student Retention. Serves as a liaison and acts on behalf of administrator in dealings with internal and external clients.

Serves as the point of contact for office.

Performs a variety of administrative duties for the department. Answers questions and provides general assistance to complex problems and confidential matters regarding the Academic Affairs unit.

Ensures compliance with internal and external policies and procedures. Maintain strict confidentiality regarding sensitive information such as student information and departmental discussions.

Answers main office phone and returns voicemails promptly. Sends out email announcements on student listservs. Utilizes MyMav, PeopleSoft and SAS computer system to support Academic Advisors.

Independently composes correspondence on behalf of supervisor or under own signature, including the Dean’s Letter for Licensure.

Receive and submit facilities requests. Assist with meeting logistics including room scheduling, ordering of food, arranging for accommodations such as chairs, tables, marker boards, AV equipment, etc.

Coordinate the planned maintenance and acquisition of equipment and services from the IT and Facilities departments.

• Manages and maintains department and / or manager’s calendars; organizes group advising and advising drop-in schedules.
• Interviews and assists in selection process of work studies. Supervises work studies. Assists in determining the work priority and schedule duties of work studies.
• Reviews and submits financial transactions including supply orders and pro card transactions.
• Organize Professional Standards / Student Success documentation for the Professional Standards Committee.
• Performs other duties assigned.

Minimum Qualifications

Bachelor’s degree in business administration or a related field and a minimum of two (2) years of experience providing administrative support in increasingly demanding positions.

Preferred Qualifications

• Experience with department budgets.
• Experience processing basic financial transactions.
• Experience with PeopleSoft.
• Experience with University of Texas at Arlington policies and procedures.
• Work experience higher education experience.

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 resolve 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 Extended work hours periodically required.

Working Conditions

Standard office conditions. Repetitive use of a keyboard at a workstation.

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.