Administrative Specialist - Arlington, United States - The University of Texas at Arlington

Description

Administrative Specialist

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Please see Special Instructions for more details.

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Posting Details

Position Information

Posting Number S05496P

Position Title Administrative Specialist

Department VP for Student Affairs

Location Arlington

Job Family Administrative Support

Position Status Full-time

Work Hours Standard

Work Schedule

Monday-Friday; 8:00am-5:00pm.

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience.

Duration Funding expected to continue

Pay Basis Monthly

Benefits Eligible Yes

Benefits at UTA

We are proud to offer a comprehensive benefits package to all our employees at the University.

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University Information

The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 "Very High Research Activity" institution. UTA ranks No. 4 nationally in Military Times' annual "Best for Vets: Colleges" list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA's $22.2 billion annual economic impact on Texas.

Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at . The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

Job Summary

Provide highly skilled coordination and management of the administrative operations for the Office of the Vice President for Student Affairs. Serve as a valuable and engaged team member for Student Affairs. Hires, trains and supervise student receptionist staff, financial management duties including account reconciliations and processing various financial transactions. Reviews and enters student payroll. Performs clerical tasks such as organizing, filing, answering phones and writing correspondence supporting multiple staff within the VPSA office. Assists with special events such as convocation and commencement and serves as a resource for other administrative support staff throughout the Division. Provide support to VPSA office staff when needed.

Essential Duties and Responsibilities

• Coordinates and manages the administrative operations for the Office of the Vice President for Student Affairs.
• Provides support for multiple FTEs within the office, entering time for professional staff positions. Prepares reports as needed.
• Responsible for management of the front office, serving as the primary contact for theVPSAoffice suite.
• Responsible for scheduling, customer service skills, and project management of the staff to ensure adequate office coverage and tasks.
• Manages account reconciliations for multiple cost centers, entering financial transactions in UT Share including but not limited to procurement cards, travel, processing of payments, purchase orders and reimbursements.
• Responsible for collecting and entering time for multiple full-time staff within theVPSAoffice. Performs clerical tasks including organization, answering phones, filing, typing, ordering office supplies and running errands for the Senior Associate Vice President, two Assistant Vice President's and other staff within theVPSA office as needed.
• Arranges meetings, coordinates calendars, and prepares agendas and other formal and confidential correspondence.
• Assist with convocation, commencement, Student Service Allocation Hearings, and other special projects including room reservations, coordination of food, RSVPs, and other event/project logistics.
• Respond and resolve student concerns and questions.
• Manage email account.
• Bring urgent issues to supervisor's attention.
• Serves as administrative liaison and resource with other departments within Student Affairs on campus and outside organizations and agencies concerning administrative policies, procedures, and practices.
• Serves as the backup for numerous departments administrative needs as well as for the executive assistant for the Vice President of Student Affairs. Performs other duties as assigned.

Minimum Qualifications

• Bachelor's degree with two (2) years of upper-level secretarial experience or High School diploma with six (6) years of increasingly responsible administrative, secretarial and clerical or the equivalent experience.

Preferred Qualifications

• Bachelor's degree with four (4) years of upper-level secretarial experience.
• Experience supervising student staff.

Knowledge, Skills and Abilities

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.

EEO Statement

It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University's compliance with this policy.

ADA Accommodations

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to or email .

Posting Detail Information

Number of Vacancies 1

Open Until Filled

Minimum Number of References Required 3

Maximum Number of References Accepted

Special Instructions to Applicants

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Requirement Questions

Required fields are indicated with an asterisk (*).

1. *How many years of experience do you have in an administrative, secretarial or clerical role?
2. None/less than 2 years
3. 3 to 4 years
4. 5 to 6 years
5. 7 years or more
6. *What is the highest form of education you have attained? (Please specify in your resume)
7. High School Diploma
8. Associate's degree
9. Bachelor's Degree
10. Master's Degree or higher
11. *What is your skill level using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc)?
12. No skills/Basic
13. Intermediate
14. Advanced
15. Proficient
16. *How many years of professional experience do you have in the related field?
17. None/less than 2 years
18. 2 to 3 years
19. 4 to 5 years
20. 6 years or more

Documents Needed To Apply

Required Documents

1. Resume or CV
2. Cover/Interest Letter

Optional Documents