Job Information
The University of Texas at Arlington Administrative Assistant II in United States
Administrative Assistant II
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Please see Special Instructions for more details.
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.
Posting Details
Position Information
Posting Number S05800P
Position Title Administrative Assistant II
UTSystem Title
Department UTA Research Institute
Location Ft. Worth
Job Family Research
Position Status Full-time
Work Hours Standard
Work Schedule
- Monday-Friday; 8:00am-5:00pm.
Open to External and Internal
Salary Salary is commensurate based on qualifications and relevant experience.
Duration Funding expected to continue
Pay Basis Monthly
Benefits Eligible Yes
Benefits at UTA
We are proud to offer a comprehensive benefits package to all our employees at the University.
https://www.uta.edu/hr/employee-benefits
To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:
https://resources.uta.edu/hr/services/records/compensation-tools.php
University Information
The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution. UTA ranks No. 4 nationally in Military Times’ annual “Best for Vets: Colleges” list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA’s $22.2 billion annual economic impact on Texas.
Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100 . The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.
Job Summary
To provide varied administrative support of a unit’s routine business or academic activities. Responsible for a variety of administrative duties in a department requiring moderate exercise of independent judgment, initiative and ability to make decisions relative to office operations.
Essential Duties and Responsibilities
As a member of the UTARI Operations team, collaborates with the IT Manager, Facilities Manager and ASO II to orchestrate the UTARI procedure for our mandatory student orientations conducted every semester.
After supervisors make selections from students applicants, criminal background checks are submitted.
Distributes and collects UTA Volunteer Forms along with the required work authorization documentation and submits criminal background checks.
Submits and tracks UTA Volunteer Forms for multiple approvals through HR for final approval to assure UTA policy is followed.
Point of contact for UTARI hiring process using PeopleAdmin and Handshake.
Advises management of process and procedures, completes and submits Compensation and Classification Request forms to UTA Compensation for approval. Requests approval of questions for interview, initiates job postings, designates applicant reviewers, scheduling interviews, closing positions, communicating with newly hired employees.
Submits criminal background check requests and alerts staff that candidate has accepted position.
Finalizes hiring proposal in PeopleAdmin and Handshake and enters assignment into UTShare via e-Forms to generate an employee ID, NETID and password. Initiates UTARI In-Processing form for newly hired full time employees, student employees and volunteers for internal routing purposes.
Submits office key requests, assigns mailboxes, updates UTARI directory and UTARI organizational chart. Collects In-Processing forms to ensure all UTA and UTARI policies and procedures are completed and verified.
Maintains employee files.
Point of contact for new employees. Prepares new employee packet to include UTARI organizational chart, UTARI directory, policies, and procedures and various UTA information.
Meets with UTARI manager to review in-processing procedures. Verifies that new employee has made appointment with UTA Human Resources to attend required paper session within 3 days of start date.
Directs new employee to attend new employee orientation, pick up keys and MavID card.
Point of contact to the UTA International Coordinator for processing of international VISAS, OPT Extensions, H-1B, H-1B Extensions and Green-Cards. Maintains list of UTARI international staff employees’ VISA statuses.
Under direction of the International Coordinator, posts positions in-house and in local newspapers.
Assists financial analyst with budgeting for projected expenses and USCIS fee schedule.
Point of contact to UTA Compliance Services. Forwards reminders to employees for required annual compliance training.
UTARI primary Timekeeper for Time Clock Plus (TCP). Reviews time entries weekly to verify entries were submitted correctly.
Follows-up with managers when incorrect entries are made. Point of contact to Payroll when submitting corrections and timesheets.
Point of contact to staff, student employees, volunteers resigning from UTA and UTARI positions. Initiates UTARI Out-Processing form for internal routing. Submits Clearance forms and Vacation Payout Voucher.
Alternate administrator for processing requisitions, vouchers, check requests, MAVeShop and eShipglobal.
Performs other duties as assigned.
Minimum Qualifications
- Bachelor’s degree with two (2) years of upper level secretarial experience or high school with five (5) years of increasingly responsible administrative, secretarial, and clerical experience.
Preferred Qualifications
- Four (4) years of upper level secretarial experience.
Knowledge, Skills and Abilities
Microsoft Word, Excel, PowerPoint, and familiarity with PeopleSoft.
Effective written and oral communication skills.
Other Requirements
Working Conditions
Special Conditions for Eligibility
CBC Requirement
It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.
EEO Statement
It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.
ADA Accommodations
The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email ADADocs@uta.edu .
Posting Detail Information
Number of Vacancies 1
Open Until Filled
Minimum Number of References Required 3
Maximum Number of References Accepted
Special Instructions to Applicants
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.
Requirement Questions
Required fields are indicated with an asterisk (*).
*What is the highest form of education you have attained? (Please specify in your resume)
High School Diploma
Associate's degree
Bachelor's Degree
Master's Degree or higher
*How many years of experience do you have in an administrative, secretarial or clerical role?
None/less than 2 years
3 to 4 years
5 to 6 years
7 years or more
*How many years of experience do you have working in higher education?
None/less than 1 year
2 to 3 years
4 to 5 years
6 years or more
Documents Needed To Apply
Required Documents
Resume or CV
Cover/Interest Letter
Optional Documents
The University of Texas at Arlington
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