Provide highly skilled coordination and management of the administrative operations for the Leadership Center. Assist the Director to support the mission, as well as, keep the Center organized and ensure effective and efficient office management. Responsible for correspondence and meeting scheduling, manage special projects, exercising initiative and independent decisions and supervision of departmental student support staff. Provide support for Director, Associate Director and Assistant Directors. Position will report to Director of the Leadership Center.
-Responsible for coordination and managing of the administrative operations for the Leadership Center. Management of the reception and front office. Supervise the work-study student assistant and the front desk student receptionists for the Leadership Center. -Performs routine secretarial and clerical tasks including organization, answering phones, filing, typing, office supplies, travel coordination and errands for director, associate director and assistant director. -Arranges meetings, coordinates calendars, and prepares agendas and other formal and confidential correspondence. -Prepares budgets and manages accounts and financial transactions in UT Share including but not limited to procurement cards, travel, processing of payments, purchase orders and reimbursements. Manage budget transfers and reconcile accounts for Leadership Center. -Coordinate all professional staff and student personnel processing and paperwork for the department including payroll for the center’s student employees via Timepro/UTShare TimeKeeper, APS forms for EDAD faculty stipends and responsible for recording vacation/sick time accrual reports. -Provide front desk support, which includes credit card transactions, scheduling appointments, and opening and closing the office during regular business hours. Maintain office supplies, equipment inventory, and office supply ordering for department. -Assist with large & small events such as Fall Leadership Retreat, Expressions in Leadership Conference, luncheons and workshops. Including menu planning, facility reservations, cost tracking, RSVPs, etc. -Performs other duties as assigned.
Additional conditions: Security sensitive, criminal background check conducted. 8:00am-5:00pm with occasional evening and weekend work for special events. May be required to drive a 15-passenger van in order to transport students to meetings and conference. The work environment is a center of student activity for the campus, and as such involves fast pace, frequent interruptions, and daily contact with students, faculty, staff, and the public. The environment involves balancing different priorities and a quick response to unexpected situations.
Bachelor’s degree with one (1) year upper level secretarial experience or high school with five (5) years of increasingly responsible administrative, secretarial and clerical experience with one year of supervisory experience or the equivalent experience.
Proficiency with Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
Experience with UT Share/PeopleSoft.
Experience preparing appointment documents, entering and reconciling payroll and maintaining databases. Experience writing/preparing correspondence for a high level administrator.
Excellent communication skills.
Experience providing consistent administrative and operational support to peers and senior management. Successful history of planning, coordinating, streamlining and executing events and office processes to increase efficiency and to improve service.
Maintain excellent communication skills, problem resolution abilities, and a high level of confidentiality. Strong time management skills, professional appearance, strong interpersonal skills and familiarity with accounting principles and concepts.
Detail-oriented with a track record of organization, managing schedules, preparing travel arrangements, office logistics, meeting deadlines and the ability to multi-task in a fast-paced environment. Must be knowledgeable in the areas of office management and must maintain confidentiality.
Time management is needed to meet deadlines.
Excellent oral and written communication skills, organizational skills and interpersonal skills necessary.
Serve as a valuable and engaged team member within the Division of Student Affairs.
Interpret University policies and procedures.
Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, major.
UTA is an Equal Opportunity/Affirmative Action institution. Minorities, women, veterans and persons with disabilities are encouraged to apply. Additionally, the University prohibits discrimination in employment on the basis of sexual orientation. A criminal background check will be conducted on finalists. The UTA is a tobacco free campus.
Open Until Filled: Yes
Internal Number: 9836
About University of Texas at Arlington
With annual research expenditures in excess of $100M, the University of Texas at Arlington is a Carnegie Research-1 “highest research activity” institution committed to life-enhancing discovery, innovative instruction, and caring community engagement. A leading institution in the heart of the thriving North Texas region, UTA nurtures minds within an environment that values excellence, ingenuity, and diversity. With a total global enrollment of over 59,000 in AY 2018-19, UTA is one of the largest institutions in the University of Texas System. Guided by its Strategic Plan Bold Solutions | Global Impact, UTA fosters interdisciplinary research and teaching to enable the sustainable megacity of the future within four broad themes: health and the human condition, sustainable urban communities, global environmental impact, and data-driven discovery. UTA was cited by U.S. News & World Report as having the second lowest average student debt among U.S. universities in 2018. U.S. News & World Report also ranks UTA fourth in the nation for undergraduate diversity. The University is a Hispanic-Serving Institution and is ranked as the top four-year college in Texas for veterans on Military Times’ 2018 Best for Vets list.