Posting Details
Posting Details
Posting Number
S05209P
Position Title
Administrative Assistant I and II
Functional Title
Department
Arts, Humanities, and Technology
Salary Range
$35,798 to $49,000 depending on experience
Pay Basis
Monthly
Position Status
Regular full-time
Location
Richardson
Position End Date (if temporary)
Posting Open Date
10/11/2023
Posting Close Date
Open Until Filled
Yes
Desired Start Date
11/13/2023
Job Summary
The Harry W Bass Jr. School of Arts, Humanities, and Technology has 2 excellent job opportunities for individuals looking to join a welcoming environment composed of a dynamic & fun group of professionals. We are currently looking to fill both an Administrative Assistant I and II position. Your application will be reviewed and considered for the position you are qualified for.
Under the direction of the Bass Procurement Team Lead, both the AA I and AA II positions provide administrative support for the large and complex Bass School. These positions manage all aspects of purchasing and travel support as well as other duties essential to the success of Bass students, faculty, and staff. The Administrative Assistants provide outstanding customer service to the Bass School by answering emails, phone calls, and in person inquiries in a timely and professional manner.
Administrative Assistant I position information:
FLSA Status: Non-exempt
Salary Grade: 08
Salary Range: $35,798 to $44,000 depending on experience
Administrative Assistant II position information:
FLSA Status: Non-exempt
Salary Grade: 09
Salary Range: $40,000 to $49,000 depending on experience
Minimum Education & Experience:
Administrative Assistant I
Bachelor’s degree and two years office administration or project management experience or an equivalent combination of education and experience.
Administrative Assistant II
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.
Minimum Education and Experience
Administrative Assistant I:
Bachelor’s degree and two years office administration or project management experience or an equivalent combination of education and experience.
Administrative Assistant II:
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
Administrative Assistant I
• Possess strong interpersonal communication skills (verbal and written)
• Strong ability to work on multiple projects/tasks and be able to prioritize
• Must be able to work independently and as part of a team
• Previous experience in higher education preferred
• Internal candidates preferred
Administrative Assistant II
• Includes Administrative Assistant I preferred education and experience
• Knowledge and understanding of UTD policies and procedures and campus resources
• Administrative experience with travel and purchasing in higher education
• Experienced in PeopleSoft, eProcurement, Microsoft (Excel, Word, PowerPoint, Outlook, Teams), and Adobe.
• Internal candidates preferred
Essential Duties and Responsibilities
Assure compliance with university policies and procedures, particularly related to travel, and procurement.
Administrative Assistant I
o Purchasing
• Creating, processing and submitting purchasing requisitions in Jaggaer
• Handling incoming orders and processing packages
• Overseeing the PaymentWorks process as needed
• Use of department OneCard while ensuring transactions are allowed
• Ensuring funding availability by following the school procedures
• Making sure all transactions are compliant with UT System and UTD policies and procedures
• Communicating with other University departments/units and vendors as needed
o Travel
• Process and coordinate domestic and international travel for faculty, staff, and students
• Purchasing flights, reserving hotels, collecting travel authorizations, preparing paperwork for approval
• Travel reimbursements – reviewing expense reports and receipts (as required), calculating expenses, converting currencies, and completing travel vouchers for reimbursement in Jaggaer
o Other
• Preparing and processing business reimbursements
• Assisting faculty and staff with arrangements for guests visiting the Bass School
• Overseeing school office supply needs
• Processing shipping label requests
• Processing Parking Permits
• Perform other duties and tasks as assigned.
Administrative Assistant II
In addition to Administrative Assistant I essential duties & responsibilities, the AA II position will independently handle the following:
o Complex travel arrangements and reimbursements
o Complex purchasing requests
o Interpret administrative policies and regulations to faculty, staff, and students
o Exercise initiative and judgment over non-routine administrative tasks
Physical Activities
Working Conditions
Additional Information
These positions are eligible for hybrid remote work, pending performance after a probationary period.
Special Instructions Summary
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 .