Classified Temp Administrative Assistant Job Listing at UT Dallas in Richardson, TX (Job ID 29606)

Description

This temporary position provides critical administrative support functions within the Mechanical Engineering Department. The key function of this role involves supporting financial operations within the Mechanical Engineering Finance area, while overseeing complex budgeting and expenditures from multiple funding sources including grants, projects, gifts, and endowments.

This is a temporary position reporting directly to the Business Manager. The successful candidate will work closely with faculty, staff, and external partners to ensure seamless continuation of departmental operations and financial management during this interim period. This position will be reviewed at the close of this fiscal year, with an option to continue as funding allows.

Minimum Education and Experience

High school graduate or equivalent.

Preferred Education and Experience

• Bachelor's degree and two years office administration or project management experience or an equivalent combination of education and experience.
• Organizational and time-management skills.
• Proficient in Microsoft Office applications, emphasizing Excel, Outlook, PowerPoint, Word, as well as survey deployment software such as Qualtrics.
• Strong analytical, verbal, and written communication skills.
• Experience with policies and regulations in a higher education setting.
• Detail-oriented and deadline-driven.
• Ability to prioritize and shift focus as needed in a fast-paced environment.

Essential Duties and Responsibilities

Finance Team Operations

• Supporting the Mechanical Engineering finance team members in processing internal and externally funded expenditures and related financial matters
• Provide troubleshooting support for finance matters as needed by the finance team
• Serve as a finance liaison with faculty, staff, and students, to ensure compliance with applicable laws, regulations, policies, and procedures in all grant and contract matters

Grant & Budget Administration

• Monitor and coordinate budgets for faculty grant cost centers
• Serve as liaison with Post Award Management (OPM) for budget revisions and cost center stewardship
• Collaborate with faculty to ensure proper cost center closeouts and facilitate complete expenditure of funds within funding agency allowances
• Prepare and review purchase requisitions, budget transfers, IDT journals, budget journals, sponsored projects budget adjustments, and other budget administration items
• Maintain and reconcile faculty cost centers

Purchasing & Administrative Support

• Serve as backup reconciler for departmental One Card holders
• Process and review ePRO orders submitted by our research labs.
• Coordinate travel processing and reimbursements for mechanical engineering faculty, students, and staff.

Additional Information

A remote work schedule is not available for this position.

This is a Classified Temporary Non-Benefits Eligible position

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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