Administrative Assistant II

Posting Number S06061P Position Title Administrative Assistant II Functional Title Administrative Assistant II Department NSM Deans Office Salary Range Dependent on Qualifications Pay Basis Monthly Position Status Regular full-time Location Richardson Position End Date (if temporary) Posting Open Date 10/30/2024 Posting Close Date Open Until Filled Yes Desired Start Date 12/16/2024 Job Summary

The Dean's Office in the School of Natural Sciences and Mathematics (NSM) is currently looking to hire an Administrative Assistant II (AAII) to help support the school's mission and vision. This role involves interacting with faculty, students, staff, and visitors. The AAII will support the Associate Dean for Academic Affairs and Strategic Initiatives with research administration, travel, and other needs. They will assist with various other administrative duties as assigned.

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

We are seeking candidates who can work collaboratively in teams and with communities comprised of individuals with a range of backgrounds, skills, and perspectives. The successful candidate will possess excellent organization, communication, and facilitation skills and will demonstrate a strong commitment to efficiency and continuous improvement.

* Demonstrated ability to quickly learn and adapt to new systems, software tools, and processes.
* Ability to center "customer" needs when assisting faculty, staff, students, and visitors while handling all inquiries professionally and courteously.
* Ability to exercise discretion and maintain confidentiality.
* A self-motivated, proactive approach to handling responsibilities, problem-solving, and completing assignments.
* Exceptional attention to detail and a high level of accuracy in all tasks.
* Demonstrated ability to manage multiple tasks and prioritize effectively.
* Strong time management skills to meet deadlines and ensure timely completion of duties.
* Proficiency in relevant software tools, including Microsoft 365/Office Suite (Word, PowerPoint, Excel, Teams) and PeopleSoft (or similar) financial management and human capital management tools.
* Experience supporting pre-award research efforts (e.g., preparing and submitting investigator documents in research.gov, coordinating meetings and document collection with collaborators and consultants, liaising with university-level research office for timely proposal submission).

Essential Duties and Responsibilities

* Open and close the office daily, Mondays through Fridays, 8:00 a.m. to 5:00 p.m.
* Provide administrative and clerical support to the Associate Dean for Academic Affairs and Strategic Initiatives.
* Coordinate travel arrangements and prepare vouchers for travel reimbursements.
* Submit purchase orders and business reimbursements.
* Prepare memos, minutes, and action items for the Associate Dean.
* Assist with maintaining office supply inventory and replenish as needed.
* Assist with scheduling meetings and event space requests.
* Answer phones, greet guests, and direct in-person inquiries to appropriate individuals.
* Meet multiple deadlines, exercise initiative and judgment over non-routine administrative tasks, and prioritize and foster good working relationships.
* Manage record storage, access, and retention in accordance with university policies.
* Assist and act as backup to the Dean's Assistant.
* Assist with scholarships handled within the Dean's office.
* Assist with submission of HR transactions including ePARs, job postings, etc.
* Assure compliance with university policies and procedures, particularly related to financials, travel, and procurement.
* Interpret administrative policies and regulations to faculty, staff, and students.
* Be proactive in identifying potential issues; continually assess operations and processes to improve efficiencies.
* Perform other duties and tasks assigned.

Physical Demands and Working Conditions

Answering internal and external phone calls, periods of sitting, moving about the office, greeting, and lifting boxes less than 15 lbs.

Physical Activities Working Conditions Additional Information

The School

NSM has been a crucial anchor of UT Dallas, even before its beginnings in 1969. Its six departments and two research centers continue to play a vital role in the University's transformation to one of the top research institutions in the United States. Asking fundamental questions about the universe and developing responsive tools for global dilemmas creates a powerful engine for our innovations and discoveries. The School boasts approximately 150 outstanding faculty members performing in areas ranging in size from the smallest nano-machines to the great cosmos. Its over 30 programs - several of which are highly ranked by US News and World Report - provide students with hands-on laboratory and project experience in frontier areas of fundamental and applied sciences that promises rich academic experiences and leads to exciting professional opportunities.

The University and Community

UT Dallas is a top public research university located in one of the nation's fastest-growing metropolitan regions. Our seven schools offer more than 140 undergraduate and graduate programs, plus professional certificates and fast-track programs. Our student body is 30,000 strong, reflecting students from over 100 countries and a multiplicity of identities and experiences. Roughly two-thirds of our undergraduate students receive some form of need- or merit-based financial aid; and 61% of graduating seniors have no student debt compared to 49% in Texas and 43% in the nation.

UT Dallas is committed to graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world. A collection of people, ideas, and perspectives is crucial to our vision and mission. UT Dallas is a place where members of the community from all backgrounds are welcomed, treated fairly, and encouraged in their pursuit of excellence.

The University has a variety of programs and initiatives to support engagement and success for all members of the campus community. Employee benefits include a range of physical and mental wellness resources. "LilyPad" lactation facilities are located throughout the campus. There are several Employee Resource Groups (ERGs) comprised of individuals who share common interests to help build community among UT Dallas faculty and staff (e.g., Universal Access ERG, Military and Veteran ERG, UT Dallas Young Professionals).

Rich with visual and performing arts venues, museum districts, professional and semi-professional athletics teams, botanical gardens, accessible trails and so much more, the Dallas-Fort Worth (DFW) metroplex has something for everyone to explore. UT Dallas partners with regional higher education institutions and school districts and with the Richardson Innovation Quarter (Richardson IQ), a major hub for innovation, entrepreneurship, and educational activities.

Special Instructions Summary

To be considered for this position, all applications must be submitted through the university's website. Applicants must submit a resume and cover letter that describe how their education, experience, qualifications, and competencies specifically align to this position.

Priority will be given to completed applications received by November 12, 2024.

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) 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. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.