Administrative Assistant III Job Listing at UT Dallas in Dallas, TX (Job ID 26660)

Description

The Callier Center for Communication Disorders is excited to announce an opportunity for an Assistant to the Executive Director. This role is integral to our mission-driven organization, providing high-level administrative support to the Executive Director (ED) and the activities associated with the office.
As the Assistant to the Executive Director, you will play a crucial role in coordinating objectives and activities across various units. You will serve as a liaison between internal and external constituents, including our leadership team, faculty, students, researchers, the Callier Foundation Board of Trustees, donors, and professional collaborators.

Minimum Education and Experience

Bachelor's degree and nine years of office administration or project management experience including five years at Admin Assistant II level or two years at the Admin Services Officer level or an equivalent combination of relevant education and experience.

Preferred Education and Experience

• Five years of high-level administrative or project management experience in a university or non-profit setting.
• Demonstrated ability to manage multiple complex tasks and processes.
• Demonstrated ability to work with executive officers, high-level administrators, faculty, staff, students, and external constituents and handling confidential materials and situations with discretion.
• Problem solving and reasoning skills; organizational and planning skills; and strong people skills.
• Experience with procurement software JAGGAER, travel and expense management software Concur, and financial and human resources applications such as PeopleSoft.

Essential Duties and Responsibilities

50% | Executive Director's Office Administration

• Provide excellent customer service to all guests, vendors, staff, and stakeholders. Facilitate high-level verbal and written communications between the Executive Director's Office and internal and external constituents. Process confidential mail and phone calls.

• Using discretion, respond to inquiries on behalf of the ED's Office. Build productive, collaborative relationships with Callier Center partners that support and promote the initiatives of ED and Callier's mission.

• Manage meetings and schedules, including agendas, notifications and meeting materials, recording and distribution of the minutes, refreshments, and meals. Schedule travel and accommodations.

• Manage accounts processing, including purchasing, requisitions, vendor management, invoicing, cost center and One Card reconciliation, and expense reports for reimbursements.

• Maintain an archival system for easy retrieval of documents related to the Callier Center's Office of the Executive Director.

• Manage events and projects related to the ED's Office, optimizing the executive director's workflow including organization of meeting-prep and post-meeting notes and following up on action items.

• Order office supplies, maintain the executive conference room and kitchenette. Coordinate with facilities and building liaison as needed. Conduct annual inventory for the ED's office.

40% | Administrative Support and Event Organization

• At the direction of the Senior Director of Development, provide oversight of logistical, event, and administrative support in the management of the Callier Foundation Board of Trustees activities. Coordinate with members of the development team, the chairperson of the Board, and Board members, as needed, to organize and support Foundation and Committee meetings. Manage Board communications and meetings professionally and effectively.

• Maintain accurate up-to-date Board records. Keep organized and detailed typed meeting minutes and coordinate distribution and production of Board and Board Committee materials.

• Process specific Board financial transactions, gift processing, purchasing, invoices and requisitions, and accounts reconciliation.

• Coordinate with Callier Development to support the annual Callier Cares Luncheon, assisting with registration and set-up on the event day; support for other events as needed.

• Provide administrative support to the Senior Director of Development and the Director of Administrative Operations and Compliance as needed including invoicing, scheduling, One Card reconciliation and communications.

• Organize and support staff appreciation events, the annual Callier holiday luncheon, and other special events.

5% | Academic Programs

• Oversee and provide logistical support of educational events organized through the Executive Directors Office, including annual and biennially conferences and monthly speaker series.

• Provide administrative oversite of the Callier Post-Doctoral Program and the processing of student scholarships provided to the Speech, Language and Hearing Department.

• Manage conference room and classroom scheduling for Callier Dallas.

5% | Other Duties and Responsibilities

• Perform other duties as assigned or required.

Additional Information

The assistant to the executive director works full-time, in person at Callier Center Dallas located near I-35 and Inwood Road in the suite of the Executive Director's Office.

On occasion, they must be able to travel to or work out of Callier Center Richardson on the UTD campus and travel to off-campus sites and attend events. Some early morning work hours may be required during conferences and events.

Work Notice
Work will be performed on-site and in person.

Working Conditions

• This position regularly requires the use of a computer for prolonged periods and the ability to communicate using a computer, and phone or smart device.
• The employee is frequently required to sit and reach and must be able to move around the work environment and the Center.
• Occasionally the employee is required to bend, walk, lift, or carry materials up to 15 pounds, as well as be able to stand during events.

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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