UT Dallas Job - 45270620 | CareerArc
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Company: UT Dallas
Location: Richardson, TX
Career Level: Entry Level
Industries: Government, Nonprofit, Education

Description

******YOUR NEXT OPPORTUNITY IS HERE***** APPLY TODAY! Are you interested in learning about the inner workings of a Research-1 (R1) university?
Are you interested in working with the University's leaders?
Do you have a strong interest in higher education and university shared governance?
The University of Texas at Dallas has an excellent job opportunity for individuals looking to join our team as an Administrative Assistant II in the Office of the Vice President for Academic Affairs and Provost.

We are looking for someone with a bachelor's degree and five years of office administrative or project management experience, or an equivalent combination of education and experience. The Administrative Assistant II will join the Office of the Vice President for Academic Affairs and Provost to provide administrative support to the Vice Provost for Faculty Affairs in addition to supporting the University of Texas at Dallas' academic governance network of leaders, including the Speaker of the Faculty, Vice-Speaker(s) of the Faculty, Secretary of the Faculty, and Committee on Educational Policy and Core Curriculum Committee chairs. The Administrative Assistant II must be technologically savvy and will work closely with academic governance leadership and Senate and university-wide committee chairs to ensure accurate dissemination of important academic policies and procedures.

The Administrative Assistant II works with the Vice Provost for Faculty Affairs and the governance leaders to ensure the Academic Senate's digital agenda packets include accurate materials. This position plays a pivotal role in developing and maintaining the connection between the Academic Governance leadership team, the Office of the Vice President for Academic Affairs and Provost, the President's Office, and campus stakeholders.

This is a great opportunity for someone looking for a rewarding career in higher education.

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

Preferred Qualifications:
  • Prior administrative experience in an academic environment is a plus.
  • Advanced skills with Microsoft Office applications, Microsoft Teams, and Adobe Acrobat.
Knowledge, Skills, and Abilities:
  • Intermediate skills with Microsoft Office applications, Microsoft Teams, and Adobe Acrobat.
  • Excellent time management and organization skills.
  • Effective communication
  • Ability to communicate
  • Ability to adapt to last-minute and frequent changes.
  • Ability to prioritize work and work within a team environment.
  • Ability to interpret and follow through on University policies related to academic governance.


Essential Duties and Responsibilities

Support for Academic Council and Senate (60%)
  • Create, assemble, and disseminate digital agenda packets for monthly meetings (Academic Council and Academic Senate) including the annual Academic Senate Caucus meeting.
  • Maintain accurate documentation for Academic Council and Academic Senate for digital agenda packets. This includes informing the Speaker of the Faculty and the President of requested agenda items to be considered for Academic Council meetings.
  • Attend, record, and transcribe (or summarize) Academic Council and Academic Senate meetings.
  • Prepare and disseminate meeting minutes for Academic Council and Academic Senate.
  • Interact and correspond with all levels of UT Dallas campus personnel, including academic governance leadership, committee chairs, Student Government leadership, Graduate Student Assembly leadership, Staff Council leadership, faculty, and staff.
  • Ensure all guests and presenters receive calendar invitations with meeting information to Academic Council and Academic Senate meetings as appropriate.
  • In coordination with the Secretary of the Faculty, update the Academic Senate website with digital agenda packets, meeting minutes, meeting recordings, Academic Council and Senate membership, and Senate and university-wide committee membership.
  • Maintain accurate documentation and records such as meeting transcripts and recordings, and attendance reports in BOX.
  • Maintain current knowledge of software and technology used to support Academic Governance.
  • Maintain current knowledge of UT Dallas policies and procedures.
  • Provide administrative support for academic governance leadership such as travel arrangements to state and national faculty senate meetings and reconciling and submitting travel expenses for reimbursement.
  • Academic Senate duties are prescribed by University policy.
Support for Committee on Committees (15%)
  • Manage and prepare the Committee on Committees Book for the annual faculty committee appointment process.
  • Maintain accurate documentation for Senate and university-wide committee membership lists for the website, committee worksheets of faculty nominations for Academic Council and Academic Senate approval, and historical records of faculty committee membership.
  • Prepare annual Senate and university-wide committee appointment letters by updating committee membership, titles, and office names.
  • Ensure the timely dissemination of Senate and university-wide committee appointment letters to faculty, staff, and students.
  • Ensure Senate and university-wide committee appointments, in coordination with governance leadership, comply with university policies and committee charges. Recommend updates to committee charges and/or committee policies as appropriate.
Support for Senate and University-Wide Committees (10%)
  • Provide administrative support to the Committee on Educational Policy and Core Curriculum Committee if requested by the Chairs. This may include recording the meetings and transcribing (or summarizing) the meeting minutes and creating digital agenda packets.
  • This may include onboarding new Senate and university-wide committee chairs to ensure the smooth transition of committee leadership.
Support for Vice Provost of Faculty Affairs (15%)
  • Provide administrative support to the Vice Provost for Faculty Affairs, including maintaining calendars, scheduling of meetings, travel, and conference arrangements.
  • Other duties as assigned.


Additional Information

Are you looking for a rewarding opportunity in higher education that provides work-life balance, employee tuition assistance, and a comprehensive benefits package? Look no further, apply now!

What we have to offer:
UT Dallas is an Equal Opportunity Employer. We are committed to fostering, cultivating, and preserving a culture of diversity and inclusiveness. We offer an employee-friendly work environment with a comprehensive benefit 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

About UT Dallas
The University of Texas at 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 diversity of people, ideas and perspectives is crucial to our vision and mission. A charter member of SEA (STEMM Equity Achievement) Change, UT Dallas is a place where members of the community are welcomed, treated fairly, and encouraged to their pursuit of excellence.

What You Should Know UT Dallas is ranked among the “Best of the Best Colleges” for LGBTQ Inclusion by Campus Pride. The Office of Diversity, Equity and Inclusion hosts a variety of programs and leads initiatives toward efforts to cultivate a culture of equity and belonging for all members of the campus community. “LilyPad” lactation facilities are located throughout campus for private use by nursing parents. The University currently supports nine Employee Resource Groups (ERGs) that are communities of faculty and staff from various identities along with advocates and allies (e.g., Black Faculty and Staff Alliance, Universal Access ERG, Military and Veteran ERG). 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. The University prohibits unlawful discrimination against a person because of their race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information, or veteran status. Visit https://institutional-initiatives.utdallas.edu/ for more information.

*Candidates will be subject to a criminal background check

Important Messages:
1) The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job as duties and responsibilities may change with business needs. UT Dallas reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Reasonable accommodations may be made by UT Dallas in its discretion to enable individuals with disabilities to perform the essential functions.

2) 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. 3) 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 programs and activities, including in admission and enrollment. For inquiries regarding non-discrimination policies, contact the Director of Institutional Equity at InstitutionalEquity@utdallas.edu or the Title IX Coordinator at TitleIXCoordinator@utdallas.edu, or call 972-883-5331.

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) 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 programs and activities, including in admission and enrollment. For inquiries regarding non-discrimination policies, contact the Director of Institutional Equity at InstitutionalEquity@utdallas.edu or the Title IX Coordinator at TitleIXCoordinator@utdallas.edu, or call 972-883-5331.


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