Provide highly skilled administrative support to Executive Director on organizational decisions as well as coordinate unit activities. Responsible for office management, correspondence, personnel matters, and complex level decisions.
Update Human Resources Management System for department changes (recruit, reclassify, assign, termination, unpaid absences, hires, etc.) Work with supervisor on their required HRMS updates to document. Review and process hourly and monthly time sheets in Define. Work with supervisors to correct discrepancies. Maintain files detailing comp time (earned/used) to insure within UT Arlington guidelines. Provide supervisors with monthly report on their staff's available sick, vacation or comp time, based on previous month's usage and current month accrual. Maintain files listing hours and overtime worked. Make purchases (office supplies, registration, fees, etc) for unit using either ProCard, Request to Purchase, Purchase Order or Account Payable update in Define as needed. Review inventory to ensure adequate supplies on-hand. Order supplies as needed to maintain office functionality. Process reimbursements for staff and/or suppliers in Define. Maintain budget files on usage. Travel - Make flight reservations, process travel requests and/or travel advances, along with travel reimbursements for unit. Review and update address information in MyMav on prospective and current students based on returned mail. Reorder letters on updated addresses.
Other functions as assigned.
Bachelor's degree with 1 year of upper level secretarial experience OR high school graduation or equivalent with 5 years of 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: if no high school diploma or GED, list highest grade completed; if some 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.
Experience in a position requiring considerable record keeping and/or detailed oriented work. Experience with various office software such as Microsoft Office (Excel, Word, and Outlook). Experience with and knowledge in Define (UT Arlington data management/accounting system) and PeopleSoft (MyMav).
May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Occasional work outside of normal office hours may be required during budget period. Criminal background check required.