Job Summary

This position will provide administrative support service to the Career Development Center’s routine business activities.

It will be responsible for a variety of administrative duties in the department requiring exercise of independent judgement, initiative, and ability to make decisions relative to office operations.

Responsible for financial and administrative services and working with external employers and vendors for ongoing and new initiatives.

Essential Duties and Responsibilities

• Assist with processing financial transactions including purchases orders, voucher payments, procurement cards, statement of accounts, documents daily deposits, travel arrangements, and prepare travel reimbursements.
• Make autonomous and independent decisions and judgement around the management of marketplace payment processes for department.
• Collaborate with employer partners and project management team to design revenue-tracking systems.
• Use resources available to approve alumni and online students in Handshake.
• Research past payments and invoice employers in Handshake for services rendered.
• Orders office supplies for copy room / break room as needed.
• Manage multiple calendars to effectively organize meetings and workshops for office staff.
• Orders food, prepares agendas ahead of time, takes minutes.
• Interpret administrative decisions and policies, understand University procedures, and make sound decisions. Train staff.
• Supervise front desk student team and provide professional development and support as needed. Responsible for hiring, onboarding, performance reviews and offboarding of student workers.
• Assists with some administrative projects for the Career Development Center including annual records retention, technology audit, space audit, etc.
• Coordination with external employers for on campus events in collaboration with the Employer Relations team.
• Supporting new initiatives, grants and contracts with external employers including budgetary management and required reporting.

Current projects include DART, Lockheed Martin Internship programs CWEP and JLD Management.

• Serve as the administrative liaison with other units on campus and outside entities.
• Performs other duties assigned to include accountability to support and provide complete backup for the Administrative Services Officer role in all areas

Required Qualifications

Bachelor’s degree with two (2) years upper level secretarial experience or equivalent experience or high school with six (6) years of increasingly responsible administrative, secretarial and clerical experience with one year of supervisory experience.

Preferred Qualifications

• Experience working in a full-time, professional position in a university of college.
• PeopleSoft Experience.
• Experience with Microsoft Office Suite

Knowledge, Skills and Abilities Other Requirements Working Conditions

• General office conditions, with the majority of time spent working at a computer.
• Professional activities and participation in Student Affairs may include off site meetings. Repetitive use of keyboard at work station.
• Use of manual dexterity. Ability to lift up to 25lbs. Security sensitive, criminal background check conducted.

Special Conditions for Eligibility CBC Requirement It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

Last updated : 2024-04-03