Administrative Assistant II
Purpose
Purpose:
To provide highly skilled administrative support in the executive offices of The University of Texas at Arlington Research Institute which is located in Fort Worth. Responsible for correspondence; personnel matters; exercising initiative and independent judgment and some supervision of departmental support staff.
Essential Functions
Function 1:
Relieves administrator of a wide variety of internal administrative duties and a large volume of decisions, which require a thorough understanding of the functions, programs and policies of the University. Interprets administrative decisions and policies.
20% Time
Function 2:
Assist the Director of Research and Business Development Officer with travel arrangements and reimbursement vouchers using DEFINE, calendar updates and scheduling, notices of upcoming events, and meeting preparation.
20% Time
Function 3:
Serve as point of contact with new hires, responsible for in-processing and providing assistance with HR paperwork. Processes documentation and paperwork for classified and A/P employee positions by posting, screening applications and processing the hire in HRMS. Maintains personnel records including staff recruitment forms, appointments, change of status, special leave requests, terminations, attendance records and performance evaluations.
20% Time
Function 4:
Utilize communication skills to draft professional correspondence, reports, and presentations with minimal guidance; make regular social media updates; and provide assistance with website content management and updates, editing, and writing.
25% Time
Function 5:
Greet visitors, answer phones as needed, and assist with event planning and execution. Work effectively with other administrative assistants in accomplishing priorities established at the directors level.
5% Time
Function 6:
Assists with meetings, conferences and workshops, prepares the agendas and takes minutes for the meetings. Assists with setup of venue, refreshment orders, take-down and follow-up reports and invoices.
10% Time
Function 7:
% Time
Function 8:
% Time
Marginal/Incidental Functions
Marginal/Incidental Functions:
Other functions as assigned.
Qualifications
Required Qualifications:
Bachelors degree with two years upper level secretarial experience or high school with six years of increasingly responsible administrative, secretarial and clerical experience. 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, graduated or not, and hours completed if not graduated. Equivalent combination of relevant education and experience may be substituted as appropriate.
Preferred Qualifications:
Bachelors degree in business administration, communications, or related field, or the equivalent. Minimum two years of progressively responsible experience as an administrative or executive assistant. Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint. Excellent communication skills, written and verbal. Some experience with website content management tools. Ability to maintain confidentiality.