Job Summary

This high-profile position reports to the Chief Audit Executive and supports all seven of the audit team m embers from an administrative standpoint.

The audit department’s vision is to provide UTA with world class audit and advisory services. In this position, you will be helping the audit department fulfill this vision.

Essential Duties and Responsibilities Performs administrative functions for all seven audit team members including :

• Arranging meetings and performing appropriate calendar management of individuals and office calendar.
• Proofreading, editing, and formatting reports and other correspondence. Managing travel arrangements, reservations and reimbursements in accordance with UTA policy.
• Tracking each auditor’s continuing education courses. Assisting with course sign-up, when needed.
• Where appropriate, assisting with documentation for audits and advisory engagements.
• Facilitating the department’s bi-weekly meeting (agenda and deck creation).
• Arranging the annual planning meetings with leadership for the audit team.

Performs critical financial functions for the audit department including :

• Maintaining departmental P-Card and performing monthly P-Card reconciliation in accordance with UTA policy.
• Managing SAHARA monthly expense reconciliation process in accordance with UTA policy. Managing departmental purchases and bill paying for the department in accordance with UTA policy.
• Assisting the Chief Auditor with creating the annual departmental budget.

Manages Institutional Audit Committee administrative functions including :

• Creating timelines for Audit Committee preparation.
• Coordinating the preparation and issuance of audit committee packages.
• Creating the minutes for the quarterly meetings.
• Coordinating the meetings (scheduling, parking arrangements, meeting room setup, Teams connections, etc.).

Coordinates the report issuance and follow-up process for the audit department :

• Ensuring report issuance protocol is followed.
• Publishing audit reports on UT System website each quarter.
• Managing the audit client survey process (sends survey, follows-up, provides auditors with results, summarizes results each quarter using excel).
• Coordinating the open audit finding follow-up process.
• Works closely with auditors to help ensure open findings are handled as intended. Preparing quarterly open audit finding presentation for Institutional Audit Committee review.

Perform other critical duties for the audit department :

• Maintaining the department’s website.
• Coordinating with Facilities, Housekeeping, etc. Managing the job postings, interview set-up and administrative portions of the onboarding process.
• Maintaining the department’s employee manual.
• Ensuring appropriate record keeping and retention guidelines are consistently followed.

Providing assistance with the annual Quality Assurance Improvement Process and external Quality Assurance Review (every three years). Minimum Qualifications

• Ability to keep confidential information confidential.
• Three (3) years of related experience in administrative support or equivalent combination of education and / or training.
• Proficient in the use of Microsoft Word, Outlook, Excel, and PowerPoint.
• Strong verbal and written communication skills.
• Developed clerical and calendaring skills.
• Project management and organization skills.

Preferred Qualifications

• Experience with using PeopleSoft.
• Familiarity with UT System policies and procedures.
• Experience supporting a wide variety of staff members.
• Bachelor and / or Associate degree
• Experience in Internal Audit
• Experience working with senior leaders

• Ability to manage a significant workload with competing priorities.
• Ability to collaborate with others to proactively identify and provide optimal solutions.
• Effective communication and knowledge sharing.
• Strong customer-focused mindset that demonstrates active and attentive understanding and responsive problem-solving.
• Excellent oral and written communication skills.
• Ability to multitask, organize, prioritize and work with initiative both independently and within a team environment.
• High attention to detail.
• Possesses decision-making and problem-solving skills.
• Ability to maintain a high degree of confidentiality.

Other Requirements Working Conditions 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 : 2024-04-28