To provide varied administrative support of the business activities for New Maverick Orientation and the Parent and Family Center. Responsible for a variety of administrative duties requiring independent judgment, initiative, and ability to make decisions relative to office operations. Responsible for financial and administrative services of New Maverick Orientation and the Parent and Family Center.
Manages and oversees accounting and reconciliation of all accounts including funded and unfunded cost centers and gift accounts. Reconciles monthly financial statements. Assists with annual budget for submission each fiscal year. Creates and processes: purchase orders, Mav eShop, and ProCard purchases; invoices and payment vouchers; personal and travel reimbursements; travel requests and bookings; payroll, including overtime; deposits; transfers; and accounting corrections. Prepares, submits, and maintains employee paperwork and files for 50 student staff and 5 professional staff including: Criminal Background Check (CBC) forms; and submission of UT Share forms for appointments, separations (including vacation voucher and employee clearance form), and pay increases. Manages timesheets for all professional and student staff in both departments, including entering time worked or absent. Recruits, selects, and supervises 6-8 front desk student office workers; supports the front desk team with customer service support including answering phones and assisting visitors; delivers new staff onboarding and ongoing training meetings; provides bi-annual evaluations. Responsible for managing all front office operations. Provides administrative and clerical support for both department directors and 3 Assistant Directors. Responsible for securing business cards; name tag; building and office access; phone service; and professional and student staff access to MyMav, departmental email accounts, and file sharing software. Manages New Maverick Orientation processing procedures including maintenance of the orientation registration system and database, coordination the Walk-in Registration table, and processing of check-in forms. Responsible for making decisions on all orientation fee refund requests and processing refunds to student accounts. Manages Parent and Family Center data, including entering Parent and Family Association memberships into the departmental database. Enters university-wide and Parent and Family Center event information into the department's family communication portal. Supports Parent and Family Center programming including Parent and Family Weekend, Move-in Lunch, and Spring Family Day. Provides staff support for events; secures entertainment and décor; creates, routes, and monitors vendor contracts; recruits and manages volunteers; engages with attendees; manages check-in stations; and manages event evaluations. Serves as Records Management Contact (RMC) for both departments, properly retaining and disposing of departmental records; serves as inventory manager, following university procedures for acquiring, annually cataloging, and retiring office technology items; completes the space management inventory process annually. Performs other duties as assigned.
Bachelor’s degree. Two (2) years upper level secretarial experience or High School diploma with six (6) years of increasingly responsible administrative, secretarial and clerical or the equivalent experience.
Four (4) or more years of increasingly responsible administrative, secretarial and clerical experience with one year of supervisory experience and three (3) or more years' experience with accounting or bookkeeping. Previous experience working at UT Arlington as Support Specialist II, Administrative Assistant I, or equivalent with the knowledge of UTA software systems (UT Share, TimePro, and MyMav) and other University accounting policies and procedures. Use of personal computer and standard office equipment. Proficiency in all phases of work performed. Ability to perform high-skilled office management tasks and provide support to professional staff. Knowledge of MS Office Suite. Effective written and oral communication skills.
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, and 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: No
Internal Number: 11875
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.