Provide highly skilled coordination and management of the administrative operations for the Office of Multicultural Affairs. The position requires exercise of independent judgment, initiative and teamwork; while assisting the staff of Multicultural Affairs to support the mission of the department and the Division of Student Affairs, ensuring effective and efficient office management.
Responsible for coordination and management of the administrative operations for the Office of Multicultural Affairs. Management of reception areas and front office space including student assistants both work-study and non-work-study. Performs routine secretarial and clerical tasks including organization, answering phones, managing filing, compliance with record retention policies, typing, office supplies, requesting guest access, requesting parking passes and necessary errands. Arranges meetings, coordinates calendars, and prepares agendas and other formal and confidential correspondence. Prepare and manage documents in UT Share including but not limited to procurement cards, travel authorizations, processing of payments, purchase orders, SAHRA and reimbursements and internal budget. Coordinates all professional staff and student personnel processing and paperwork for the department including payroll for the department's student employees via Timepro/UTShare TimeKeeper. Provides front desk support, which includes credit card transactions, daily deposits, scheduling appointments, and opening and closing the office during regular business hours. Maintain office supplies, equipment inventory, and office supply ordering for department and Involvement & Engagement. Managing chapter files and rosters, processing event and registration paperwork, managing academic and membership reports. Performs other duties as assigned.
Bachelor's degree. One (1) year of upper level secretarial experience or high school diploma with five (5) years of increasingly responsible administrative, secretarial and clerical or the equivalent experience. One (1) year of supervisory experience or the equivalent. Microsoft office suite (word, PowerPoint, excel, outlook) and standard office equipment. Effective organizational skills necessary. Knowledgeable in the areas of office, time and project management. Excellent written and oral communication skills needed. Comfortable working with a diverse population.
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. Knowledge, Skills and Abilities: Interpret University policies and procedures. Knowledge and experience with UT Share is preferred. Proficient in Microsoft office suite (word, PowerPoint, excel, outlook). 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 Involvement & Engagement and the Division of Student Affairs.
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: 13690
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.