Administrative Assistant III

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 III coordinates activities and/or provides administrative support for the Houston Engineering Center which requires an understanding of complex processes, data, and operations of a department. This position creates and maintains associated documents and databases, arranges, coordinates meetings, special events, update supervisor of critical issues, events, provides detailed responses to requests for information, reviews and updates administrative procedures. Prepares and files required metrics and regulatory reports and serves as administrative coordinator for annual budget processes.

Major Responsibilities/Duties/Critical Tasks

• Office management includes providing quality customer service, opening the office daily, address correspondence and emails, returning all voicemails, monitoring inventory of office supplies, computers, electronics, software, schedule and attend staff meetings, maintaining and distribute meeting minutes and respond to general questions and needs.
• Greeting visitors and students arriving at the department, directing them to the proper office.
• Develop and streamline financial operational efficiencies by processing purchase requisitions, payment vouchers, travel requests and reimbursements.
• Monitor expenditures and revenue against budgets, ensure accurate accounting records and facilitate monthly reconciliation of accounts.
• Assure that all travel policies and procedures are followed, and travel card purchases are kept current.
• Work closely with the other department Admins to ensure seamless support.
• Support department as needed including scheduling meetings, assisting and creating reports, and conducting research.
• Utilize University systems for the preparation of reports and financial documents to assist with departmental reports and assessments.
• Supports departmental initiatives, events and activities, the planning, execution, and evaluation.
• Originate and process eforms for student employees within the department.
• Supervises graduate and undergraduate students hired as graduate assistants or work study students.
• Serve on division and university committees as requested.
• Other duties as assigned.

Required Education/Experience

• High school diploma or GED equivalent.
• Five (5) years of related experience.
• May accept a combination of education and experience.

Preferred Education/Experience

• Bachelor’s degree in field closely related to the specific endeavor of the department.
• One (2) or more years of clerical experience.
• Database experience.

Accompanying Knowledge, Skills, Abilities and Competencies

• Proficient with Microsoft Office.
• Excellent customer service skills both in person and over the phone.
• Strong organizational skills.Understanding of operating standard office equipment.
• Strong ability to multi-task and work with many interruptions.
• Ability to adapt to a Changing Environment.
• Ethical.
• Able to maintain confidential information.

About The University of Texas at Tyler

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.

Our beautiful Tyler campus features more than 200 acres nestled along a lake and surrounded by thick pine and oak forests, providing a picturesque location for study and recreation. We also offer instructional sites at The University of Texas Health Science Center at Tyler and in Palestine, Longview, and Houston.

With more than 80 bachelor's, master's and doctoral degree programs offered, UT Tyler provides a wealth of learning opportunities and dynamic programs.

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 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.