Administrative Assistant I or II Job Listing at UT Dallas in Richardson, TX (Job ID 29619)

Description

Job Summary Provide comprehensive administrative support to the EPPS Graduate Program Center under the supervision of the Dean of Graduate Education. The Administrative Assistant I or II will be responsible for processing graduate applications, supporting the planning and execution of academic events, reconciling university OneCard expenses, assisting with marketing and communications efforts, and coordinating travel for graduate students. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a dynamic academic environment.
Administrative Assistant I, position information
FLSA: Non-exempt
Salary Range: $36,872 to $42,500, depending on experience

Administrative Assistant II, position information
FLSA: Non-exempt
Salary Range: $43,000 – $50,000, depending on experience

Minimum Education and Experience

Administrative Assistant I:
Bachelor's degree and two years office administration or project management experience or an equivalent combination of education and experience.

Administrative Assistant II:
Bachelor's degree and five years of office administration or project management experience including two years at an Administrative Assistant I level or an equivalent combination of education and experience.

Preferred Education and Experience

Preferred Education and Experience
Administrative Assistant I:

• Bachelor's degree and 2 years of office administration experience
• Strong computer skills
• Great customer service skills
• Must be able to work independently

Administrative Assistant II:

• Includes Administrative I preferred education and experience
• 5 + years of office administration
• Familiarity with higher education administrative practices is highly desirable
• Experience with PeopleSoft or similar enterprise systems is a plus

Essential Duties and Responsibilities

Administrative Assistant I Key Responsibilities:
Application Processing:

• Download and organize application documents.
• Maintain and update program tracking spreadsheets.
• Distribute applicant materials to review committees.
• Submit decisions through OnBase (transitioning to CRM—training will be provided).

Event Support:

• Provide logistical and administrative support for program events, including luncheons, conferences, and speaker series.
• Coordinate with vendors, staff, and attendees as needed.

Financial Tasks:

• Reconcile university OneCard purchases in a timely and accurate manner.

Marketing and Communication:

• Support the Dean's Office Event/Marketing Coordinator as needed.
• Assist with email communications using platforms such as Mailchimp and Constant Contact.

Student Support:

• Coordinate graduate student travel arrangements and documentation.

General Administrative Support:

• Perform additional tasks and projects as assigned to support office operations.

Administrative Assistant II In addition to the duties outlined in the Administrative Assistant I role, the Administrative Assistant II is responsible for higher-level financial tasks, data oversight, and policy interpretation. Additional Responsibilities: Advanced Financial Administration:

• Reconcile departmental accounts, ensuring accuracy and compliance with university financial policies.
• Manage and process complex purchasing requests, including specialized orders and multi-step procurement approvals.

Policy Interpretation and Student Support:

• Interpret and communicate university administrative and travel policies to students, particularly those planning university-sponsored travel.
• Guide students through required procedures and documentation.

Data Oversight and Departmental Tracking:

• Assist with departmental spreadsheets to track individual expenses and alumni information.
• Ensure data is accurately entered, updated, and maintained for internal reporting and analysis.

Additional Information

Work Notice:
Work will be performed on-site and in person.
What We Can Offer
UT Dallas is an Equal Opportunity Employer. We offer an employee-friendly work environment with a comprehensive benefits package including:
Competitive Salary
Tuition Benefits
Internal Training
Medical insurance – including 100% paid employee medical coverage for full-time employees
Dental Insurance
Vision Insurance
Long and short-term disability
Retirement Plan Options
Paid time off
Paid Holidays All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and the UT Dallas Bright Leaders Program.

Visit https://hr.utdallas.edu/employees/benefits/ for more information.

Important Message

1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.

2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.

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