Administrative Assistant II.

Job Summary

The Administrative Assistant II serves as the lead first point of contact for the Dean’s Office and ensures a positive welcoming environment for students, faculty and staff.

Provides assistance to individuals by responding to routine questions; provides general information; answers the main phone line;

manages electronic calendars; performs other related duties. Provides highly skilled administrative support service to relieve an administrator of a number of organizational decisions and to coordinate the activities of the unit.

Composes complex correspondence and materials. Arranges meetings and assists with related logistical support as needed. Responsible for complex decision making, exercising initiative and independent judgment, daily office supply management and coordinating building maintenance.

Performs other duties as assigned. May direct the work of student employees. Essential Duties and Responsibilities

• Responsible for handling the first impressions for guests who visit or call the Dean’s Office, which includes greeting guests, answering phones, and handling inquiries, providing excellent customer service.
• Serves as the first point of contact for college inquiries, provides direction to the appropriate department contacts and follow up as needed.
• Performs advanced / specialized clerical work for a large department in addition to reception-related duties, greeting visitors while using independent judgement, multitasking, and maintaining confidentiality as needed.
• Schedules designated meetings spaces, tracks access, and tidiness of Dean’s Office spaces.
• Assist various organizations and departments across the university in scheduling and confirming designated conference room reservations within the college.
• Responsible for a University procurement card and maintaining the appropriate documentation in a monthly log and following all related procedures.
• Performs purchasing duties for the Dean’s Office.
• Oversees the check-out and return of equipment; submits maintenance requests for the building and tracks progress.
• Provides the day-to-day administrative support to the Executive Assistant to the Dean projects.
• Assists in the maintenance and organization of Dean’s Office and College filing and data.
• Maintains contact lists, informational sheets, and other related documents.
• Assists the HR Coordinator with the processing of volunteer, visa, and remote-work requests.
• Maintains up-to-date knowledge of relevant University and federal regulations; records data in spreadsheets.
• Assists with logistical support for events as requested including creating event checklists, arranging catering, providing day-of coordination, organizing event space, handling event parking and signage, and creating / setting up event decorations as needed.
• Prepares invitations, tracks RSVPs, and ensures a high-quality guest experience.
• Organizes and manages office supply inventory, submits needed orders, tracks and receives supplies, disburses all incoming deliveries.
• Prepares mails and tracks priority shipments.
• Provides limited day-to-day administrative support to the Associate Deans of Engineering which includes coordinating meetings, refreshments, and other logistical needs as required.

Minimum Qualifications

High school diploma with six (6) years of increasingly responsible administrative, secretarial, and / or clerical experience.

Preferred Qualifications

Bachelor’s degree with two (2) years upper-level secretarial experience.

Knowledge, Skills and Abilities

• Proficiency with Microsoft Office products : Word, Excel, Teams, OneDrive / Sharepoint, and other common office software.
• Advanced knowledge of computer technology, including the ability to use specialized software packages for spreadsheets, graphics, word processing and digital database management.
• Excellent organizational and communication skills.
• Ability to prioritize workload for timely completion of important tasks, and ability to maintain confidentiality.
• Ability to maintain digital filing system and mailing system.
• Proficiency in spelling, grammar, excellent customer service skills.
• Ability to maintain confidentiality.
• Outstanding time management skills are essential.

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.