Administrative Assistant II
The University of Texas at Arlington · Arlington, TX
- On site
- Full-time
- $45,000 / year
- Arlington, TX
Job highlights
- Provide skilled administrative support for VBOC.
- Manage daily office operations and client interactions.
- Handle financial transactions and procurement processes.
- Coordinate events, travel, and administrative schedules.
- Maintain departmental records and communication channels.
About the role
Job Summary
The Administrative Assistant II serves as a vital member of the Veteran Business Outreach Center to provide skilled administrative support and routine administrative support including answering phones and routing calls, managing mail, maintaining files, coordinating events and travel, guest parking, room reservations, procurement, supporting advising team and other general administrative duties as assigned.
Minimum Qualifications
- High school diploma or equivalent
- Minimum of four (4) years of experience providing secretarial or administrative support in increasingly demanding positions.
- An equivalent mix of education and relevant experience in similar roles may also be accepted.
Preferred Qualifications
- Bachelor’s degree in communication, general studies, business, or related field.
- 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
Oversees the daily office operations of a business or academic unit. 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 by phone and email, routing calls, managing client intake steps, coordinating appointments, managing mail, and maintaining all department files. Ensures compliance with internal and external policies and procedures.
Reviews and approves financial transactions including purchase orders, vouchers, deposits, transfer of funds, and procard transactions. Coordinates travel arrangements and prepares expense vouchers and expense reimbursements. Tracks and maintains departmental financial accounts (i.e., cost centers, grants, etc.).
Composes correspondence on behalf of supervisor or under own signature. Assists in preparing reports on the status of the program including state of development, proposals, budget variances, or other documents as required for the program. Processes and maintains various personnel records (e.g., appointments, change of status, leave requests, terminations, etc.). Acts as the departmental timekeeper.
Maintains calendar of events and arranges schedules and meetings, including but not limited to lectures, lectures series, workshops, meetings, and short courses. Assist with meeting logistics including room scheduling, ordering of food, arranging for accommodations such as chairs, tables, marker boards, AV equipment, etc. Assist in the creation and distribution of program materials, event flyers, forms, and general correspondence. Publishes and maintains department website, newsletter and other communication resources, including social media channels. Performs other duties assigned.
Key skills/competency
- Administrative Support
- Office Operations Management
- Event Coordination
- Financial Transactions
- Customer Service
- Record Maintenance
- Calendar Management
- Communication
- Procurement
- UT Arlington Policies
Skills & topics
- Administrative Assistant
- Office Management
- Secretarial Support
- Event Coordination
- Financial Administration
- University Operations
- Customer Service
- Record Keeping
- UT Arlington
- Veteran Business Outreach Center
How to get hired
- Tailor your resume: Highlight relevant administrative experience and skills for the Administrative Assistant role at The University of Texas at Arlington.
- Emphasize qualifications: Showcase your experience with office operations, financial transactions, and event coordination.
- Address preferred qualifications: If applicable, detail experience with PeopleSoft and university policies.
- Prepare for interviews: Be ready to discuss your experience in managing multiple tasks and supporting a team.
Technical preparation
Behavioral questions
Frequently asked questions
- What are the key responsibilities for an Administrative Assistant II at The University of Texas at Arlington?
- As an Administrative Assistant II at The University of Texas at Arlington, you will oversee daily office operations, manage communications, handle financial transactions, coordinate events and travel, maintain records, and support the advising team within the Veteran Business Outreach Center.
- What qualifications are essential for the Administrative Assistant II position at UT Arlington?
- Essential qualifications include a high school diploma or equivalent and at least four years of experience in secretarial or administrative support. An equivalent combination of education and experience may also be considered for this Administrative Assistant role.
- Are there preferred qualifications for this Administrative Assistant job at The University of Texas at Arlington?
- Yes, preferred qualifications include a Bachelor's degree in communication, general studies, or business. Experience with department budgets, basic financial transactions, PeopleSoft, and specific UT Arlington policies and procedures is also beneficial.
- How does the Administrative Assistant II role contribute to the Veteran Business Outreach Center?
- The Administrative Assistant II is crucial for providing skilled administrative support, ensuring smooth daily operations, and facilitating the services offered by the Veteran Business Outreach Center to its clients.
- What type of administrative duties are expected in this role at UT Arlington?
- Duties include answering phones, managing mail and files, coordinating appointments and events, processing financial transactions, arranging travel, maintaining calendars, and assisting with program materials and communications for this Administrative Assistant position.