What are the responsibilities and job description for the Administrative Assistant II position at The University of Texas at Tyler?
Required Application Materials
A single PDF or Word document containing a resume, letter of interest, and a list of the names and contact information for three (3) professional references is required to apply.
Important Instructions:
When prompted to upload your “resume”, upload your combined documents as one file.
- Please do not upload documents to “Cover Letter” or “References”.
If the required application materials were not uploaded at the “resume” prompt, please withdraw your application, and re-apply to upload your combined documents as one file.
Job Summary
The Administrative Assistant II coordinates activities and provides administrative support for the Ben and Maytee Fisch College of Pharmacy which requires an understanding of complex processes, data, and operations of a department.
Key Responsibilities
- Provide office assistance with administrative duties, including managing Outlook calendars, tracking action items and due dates, ordering supplies and equipment, sending and distributing mail/email, preparing reports, and maintaining organization of shared office areas.
- Triage questions, assist with resources, and provide information to faculty, staff, students, and visitors in a professional and courteous manner.
- Administratively support college and departmental meetings, which may include scheduling and planning meetings, reserving rooms, preparing meeting agendas and minutes, and distributing and filing documents.
- Plan, coordinate, assist with, and participate in college and departmental events.
- Oversee various cost-centers with accuracy, including monitoring expenditures and income against budgets, maintaining accounting records, and facilitating reconciliation of accounts.
- Accurately process e-forms, purchase requisitions, payment vouchers, ProCard reconciliation, invoices, and reimbursements.
- Assist with travel requests including making travel arrangements, creating travel authorizations, and processing travel card reconciliations and reimbursements in a timely manner.
- Assist with the onboarding of new departmental and college employees, including training, arranging for keys, travel cards, and ProCards.
- Maintain the highest level of confidentiality for confidential and sensitive information.
- Accurately maintain and report all departmental cost centers and assigned grant projects, which includes submitting monthly reconciliation of cost centers in a timely manner.
- Work closely with ORS and the Grant Coordinator to maintain and disperse funds for faculty NSF and NIH grants.
- Assist vendors entering the UT Tyler vendor system through payment works.
- Contact vendors to set up dates for the installation and maintenance of equipment.
- Assist with accreditation processes and reporting as needed.
- Perform other duties assigned by the Department Chair and Dean.
- Maintain professionalism in communication, demeanor, and dress.
- Positively contribute to the culture of the department and college.
Required Education/Experience
- High school diploma or equivalent.
- Three (3) years of related experience.
- May accept a combination of education and experience
Preferred Education/Experience
- Bachelor’s Degree.
- One (1) or more years of clerical experience.
- Experience of budget management.
- Experience with PeopleSoft or similar software.
Accompanying Knowledge, Skills, Abilities and Competencies
- Proficient with Microsoft Office
- Excellent communication skills, written, verbal and non-verbal.
- Exceptional teamwork skills.
- Strong organizational skills.
- Ability to operate standard office equipment.
- Strong ability to manage multiple tasks and projects.
- Excellent follow-through.
- Ability to adapt to a changing environment.
- Ability to maintain ethical standards and preserve confidential information.
- Exceptional professionalism.
About The University of Texas at Tyler and UT Tyler Health Science Center
The University of Texas at Tyler is part of the prestigious University of Texas System that includes 14 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges.
Designated an R2 research institution by the Carnegie Classification of Institutions of Higher Education, UT Tyler supports our surrounding region through innovation intended to uplift communities, spearhead sustainability initiatives, preserve ecosystems and support entrepreneurship. UT Tyler has the highest Carnegie classification in East Texas.
Providing exceptional patient care, comprehensive education and innovative research, The University of Texas at Tyler Health Science Center and UT Health East Texas combine to serve as the university medical center for Northeast Texas and beyond.
For more information, please visit https://www.uttyler.edu/about.
Why work for UT Tyler? Find out more: Why Work for UT Tyler?
Additional Information
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. This position has the option to elect the Optional Retirement Program (ORP) instead of TRS, subject to the position being 40 hours per week and at least 135 days in length.
This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
For more information regarding benefits offered by UT Tyler, please visit https://www.uttyler.edu/offices/human-resources/employees/benefits.
EEO Statement
The University of Texas at Tyler is an Equal Employment Opportunity Employer.