Administrative Assistant

Job Summary

The Administrative Assistant II provides administrative support to the Office of Administration and Economic Development to assist department leadership in achieving operational goals. Responsibilities include managing daily office functions, coordinating calendars and travel, preparing correspondence and records, processing financial and personnel transactions, coordinating meetings and events, and supporting departmental compliance and inventory activities. Serves as a departmental liaison and provides backup support to the Executive Assistant.

The annual salary for this position ranges from $54,000–$58,299. The final offer will be based on the candidate’s experience, qualifications, and overall fit for the role.

Minimum Qualifications

• High school diploma or equivalent.
• Four (4) years of experience providing secretarial or administrative support in increasingly demanding positions.

Preferred Qualifications

• Bachelor’s degree in Communication, General Studies, or Business.
• Experience with department budgets.
• Experience processing basic financial transactions.
• Experience with PeopleSoft.
• Experience with University of Texas at Arlington policies and procedures.

Essential Duties And Responsibilities

• Oversee daily office operations, serve as the point of contact for internal and external stakeholders, and manage incoming communications, including phone calls, visitors, and mail.
• Provide administrative support to the business unit, including coordinating and managing travel arrangements for the Vice President, ensuring policy compliance and accurate preparation of itineraries and reimbursement documentation.
• Provide shared administrative support for the Assistant Vice President of Auxiliary Enterprise, Chief Sustainability Officer, and Chief Compliance Officer, including meeting coordination, documentation management, and travel scheduling in alignment with university policies.
• Assist the Executive Assistant with business unit operations, including coordination of meetings and events, scheduling, catering, accommodations, and speaker support to ensure efficient and effective execution.
• Review and process financial transactions, including ProCard reconciliations, invoices, and inventory-related transactions, ensuring compliance with university guidelines and procedures.
• Serve as departmental timekeeper, ensuring accurate time entry, approvals, and compliance with payroll guidelines.
• Maintain departmental records and files, including Real Estate Property Records, ensuring accuracy, accessibility, and compliance with retention requirements.
• Support departmental inventory and compliance initiatives, including AED maintenance, UT System-wide Equipment Renewal, and Allied Health Medical Professional Liability tracking.
• Represent the department in CASIM Space Surveys and the State Employee Charitable Campaign ( SECC ), coordinating submissions and maintaining required documentation.
• Performs other duties assigned.

Key skills/competency

• Administrative Support
• Office Operations
• Calendar Management
• Travel Coordination
• Financial Transactions
• Meeting Coordination
• Record Keeping
• Compliance
• University Policies
• PeopleSoft