Administrative Assistant I Job Listing at UT Dallas in Richardson, TX (Job ID 28683)

Description

• Assists department in using University procurement business practices including purchasing supplies and equipment, and appropriate use of purchasing online vs. the eProcurement system.
• Assists in tracking expenses.
• Completes building access requests.
• Makes conference room reservations for events and meetings, for graduate student thesis proposals and defense, etc.
• Supports a variety of special events and assists with plans and execution of events and meal planning for department meetings and events, to include marketing/promotion, catering/meal ordering, scheduling of visits, itineraries, reimbursements, parking, providing maps, communication with guests, and assistance with travel and hotel arrangements when needed.
• Provides operational support for the department's customer service to include answering inquiries at the front desk, responding to shared mailbox inquiries, answering the department's main line, and providing refreshments for departmental guests.
• Provides departmental conference room management to include making conference room reservations, updating schedules, printing and posting room schedule outside conference room, opening and locking conference room doors as needed, straightening chairs, cleaning table and credenza, wrapping and placement of media cords, and turning off equipment and lights.
• Works as a member of the department's financial and operations teams to assist with standard operating procedures and policies not limited to documentation of assets, record keeping, vendor setup, maintenance requests, and office organization.
• Requires spreadsheet management and editing skills, ability to multi-task during peak times of year with other duties, ability to scan/respond to large volumes of emails, be able to handle multiple processes and communicate at the same time, and also have the ability to identify, prioritize, and complete shorter tasks quickly so as not to fall behind.

Minimum Education and Experience

Bachelor's degree and two years office administration or project management experience or an equivalent combination of education and experience.

Preferred Education and Experience

Bachelor's degree in public, business administration, management, or related field; and two years experience performing administrative duties in a position in higher education. An equivalent of relevant education and experience may be considered. Demonstrated experience in event planning and execution. Demonstrated experience working with the public in a customer service role.

Essential Duties and Responsibilities

Provides support for the Office of Graduate Education‘s procurement to include handling travel arrangements, reimbursements, and financial administration. Also assists in the business operations for OGE Department. Provides customer service support, including answering visitor inquiries at the front desk, answering the Department's main line, and providing refreshments for faculty and departmental guests. Creates a positive workplace culture and educational environment for students and staff. Participates in events supporting the department and the School and University mission, to include set-up/clean-up, ordering food, interacting with caterers, creating and distributing posters, tracking costs for events, and any other activities related to event planning. Supports a variety of special events including the Doctoral Hooding Ceremony, Graduate Student Appreciation Week, graduate student workshops, TA/RA Orientations, etc. Provides support for OGE meetings, including taking minutes as needed. Other duties as assigned.

Additional Information

A remote work schedule is not available for this position.

What We Can Offer
UT Dallas is an Equal Opportunity Employer. We offer an employee-friendly work environment with a comprehensive benefits package including:

• Competitive Salary
• Tuition Benefits
• Internal Training
• Medical insurance – including 100% paid employee medical coverage for full-time employees
• Dental Insurance
• Vision Insurance
• Long and short-term disability
• Retirement Plan Options
• Paid time off
• Paid Holidays

All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.

Visit https://hr.utdallas.edu/employees/benefits/ for more information.

About Us
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 31,000 strong, reflecting students from over 100 countries and a multiplicity of identities and experiences. 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.

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.

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.

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