Finalist(s) will be asked to provide a list of 3 professional references (with phone numbers).
Provide administrative support for the Institute of Urban Studies housed in the School of Urban and Public Affairs. Positions supported include: Executive Director; Directors, and Assistant Director.
Provide general administrative support for the Institute of Urban Studies. Assist in preparing budget spreadsheets and correspondence related to grant proposals. Order supplies, books, software, and equipment. Maintain files for grant accounts. Coordinate symposiums and other events related to Institute and grant projects. Run software updates on Institute computers as directed. Monitor expenditures in grant accounts and prepare balance spreadsheets as required. Process reimbursement requests (VP2), travel request documents, and travel reimbursement documents related to grant accounts. Log payment documents (VP2/VP5/etc.) for grant accounts and file required back up paperwork with statements of account. Review statements of account for accuracy and present to Principle Investigators for signature. Responsible for processing electronic and hard copy paperwork for Graduate Research Assistantships funded from the Institute and grant accounts. Responsibilities include processing through the MyMav system to ensure prospective GRAs meet required qualifications; processing GRA positions, assignments, employee paperwork, and separation/clearance paperwork; preparing GRA assignment letters, evaluation forms, etc.; maintaining files related to GRA assignments. Maintain publication files in both hard-copy and electronic format as required. Copy, bind, and distribute copies of publications to department personnel and external constituents as required. Maintain hard-copy and electronic inventory of department publications. Assist in monitoring Institute website and report necessary changes to the Director of Operations/Communications. Maintain hard copy and electronic files for all Institute and SUPA grant accounts. Maintain data in spreadsheet format for current and past projects, current and past GRAs assignments, project timelines, project funding, etc. Prepare reports utilizing current and historical data as required.
Other functions as assigned.
High school graduation or equivalent. 3 years of secretarial 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: college or college degree, list 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.
Excellent writing and communication skills. Skilled at using Microsoft Word, Excel and PowerPoint. Working knowledge of the UTA MyMav (PeopleSoft) and DEFINE systems (UT Arlington data management/accounting system). Working knowledge of SharePoint software. Ability to type 40 words per minute or more.
May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Lifting and moving Criminal background check conducted.