Administrative Assistant II

at  University of Texas at Dallas

Job Summary
The Dean’s Office in the School of Natural Sciences and Mathematics (NSM) is currently looking to hire an Administrative Assistant II (AAII) to help support the school’s mission and vision. This role involves interacting with faculty, students, staff, and visitors. The AAII will support the Associate Dean for Academic Affairs and Strategic Initiatives with research administration, travel, and other needs. They will assist with various other administrative duties as assigned.
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

We are seeking candidates who can work collaboratively in teams and with communities comprised of individuals with a range of backgrounds, skills, and perspectives. The successful candidate will possess excellent organization, communication, and facilitation skills and will demonstrate a strong commitment to efficiency and continuous improvement.

• Demonstrated ability to quickly learn and adapt to new systems, software tools, and processes.
• Ability to center “customer” needs when assisting faculty, staff, students, and visitors while handling all inquiries professionally and courteously.
• Ability to exercise discretion and maintain confidentiality.
• A self-motivated, proactive approach to handling responsibilities, problem-solving, and completing assignments.
• Exceptional attention to detail and a high level of accuracy in all tasks.
• Demonstrated ability to manage multiple tasks and prioritize effectively.
• Strong time management skills to meet deadlines and ensure timely completion of duties.
• Proficiency in relevant software tools, including Microsoft 365/Office Suite (Word, PowerPoint, Excel, Teams) and PeopleSoft (or similar) financial management and human capital management tools.
• Experience supporting pre-award research efforts (e.g., preparing and submitting investigator documents in research.gov, coordinating meetings and document collection with collaborators and consultants, liaising with university-level research office for timely proposal submission).

Essential Duties and Responsibilities

• Open and close the office daily, Mondays through Fridays, 8:00 a.m. to 5:00 p.m.
• Provide administrative and clerical support to the Associate Dean for Academic Affairs and Strategic Initiatives.
• Coordinate travel arrangements and prepare vouchers for travel reimbursements.
• Submit purchase orders and business reimbursements.
• Prepare memos, minutes, and action items for the Associate Dean.
• Assist with maintaining office supply inventory and replenish as needed.
• Assist with scheduling meetings and event space requests.
• Answer phones, greet guests, and direct in-person inquiries to appropriate individuals.
• Meet multiple deadlines, exercise initiative and judgment over non-routine administrative tasks, and prioritize and foster good working relationships.
• Manage record storage, access, and retention in accordance with university policies.
• Assist and act as backup to the Dean’s Assistant.
• Assist with scholarships handled within the Dean’s office.
• Assist with submission of HR transactions including ePARs, job postings, etc.
• Assure compliance with university policies and procedures, particularly related to financials, travel, and procurement.
• Interpret administrative policies and regulations to faculty, staff, and students.
• Be proactive in identifying potential issues; continually assess operations and processes to improve efficiencies.
• Perform other duties and tasks assigned.

Physical Demands and Working Conditions
Answering internal and external phone calls, periods of sitting, moving about the office, greeting, and lifting boxes less than 15 lbs.
Physical Activities Working Conditions Additional Information

• Open and close the office daily, Mondays through Fridays, 8:00 a.m. to 5:00 p.m.
• Provide administrative and clerical support to the Associate Dean for Academic Affairs and Strategic Initiatives.
• Coordinate travel arrangements and prepare vouchers for travel reimbursements.
• Submit purchase orders and business reimbursements.
• Prepare memos, minutes, and action items for the Associate Dean.
• Assist with maintaining office supply inventory and replenish as needed.
• Assist with scheduling meetings and event space requests.
• Answer phones, greet guests, and direct in-person inquiries to appropriate individuals.
• Meet multiple deadlines, exercise initiative and judgment over non-routine administrative tasks, and prioritize and foster good working relationships.
• Manage record storage, access, and retention in accordance with university policies.
• Assist and act as backup to the Dean’s Assistant.
• Assist with scholarships handled within the Dean’s office.
• Assist with submission of HR transactions including ePARs, job postings, etc.
• Assure compliance with university policies and procedures, particularly related to financials, travel, and procurement.
• Interpret administrative policies and regulations to faculty, staff, and students.
• Be proactive in identifying potential issues; continually assess operations and processes to improve efficiencies.
• Perform other duties and tasks assigned