Administrative Assistant I or II - JSOM

Job Summary The University of Texas at Dallas is seeking an Administrative Assistant I or II for the Jindal School of Management (JSOM). The role offers a challenging work environment, work–life balance, comprehensive benefits including paid holidays, vacation, and sick leave, employee tuition assistance, and the opportunity to work with a supportive team. Minimum Education and Experience Administrative Assistant I: Bachelor’s degree and two years of office administration, project management, 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. Other Qualifications Where the position requires research, work on, or access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the candidate must be able to maintain the security or integrity of that infrastructure. Essential Duties and Responsibilities Administrative Assistant I Provides administrative support for assigned area(s) and assists with special projects, activities, and events. Provides administrative support to faculty. Completes account reconciliation of monthly financial transactions in PeopleSoft to supporting documentation on faculty cost centers, identifies incorrect or missing charges and takes appropriate action; notifies and updates faculty on fund availability. Assists with the execution of department events, including conferences, meetings, and mixers. Assists faculty and department in using university procurement practices, receiving quotes, purchasing supplies and equipment, and using the eProcurement system. Reviews encumbrances and purchase orders to ensure payments have been posted and encumbrances released for efficient use of funds. Checks budgets and initiates budget journals before purchases or travel arrangements are made. Coordinates travel arrangements and reimbursements according to university policies. Makes conference room reservations for faculty, student events, and meetings; maintains calendars, appointments, room, and parking reservations. Provides academic and administrative support for the program and associated faculty, including Ph.D. student support such as budgets, travel, and job market assistance. Other duties as assigned. Administrative Assistant II Provides independent administrative support to faculty. Completes account reconciliation of monthly financial transactions in PeopleSoft to supporting documentation on faculty cost centers, identifies incorrect or missing charges and takes appropriate action; notifies and updates faculty on fund availability. Assists with planning and execution of department events, including conferences, meetings, and mixers. Assists faculty and department in using university procurement practices, receiving quotes, purchasing supplies and equipment, and using the eProcurement system. Reviews encumbrances and purchase orders to ensure payments have been posted and encumbrances released for efficient use of funds. Checks budgets and initiates budget journals before purchases or travel arrangements are made. Coordinates travel arrangements and reimbursements according to university policies. Plans and executes events and meal planning for faculty and guests; supports program meetings and events, including making posters, emails, travel and hotel arrangements, meal planning, scheduling visits, itineraries, reimbursements, parking, Uber, maps, and guest communication. Makes conference room reservations for faculty, student events, and meetings; maintains calendars, appointments, room, and parking reservations. Assists in day‑to‑day operations for the PhD program. Provides academic and administrative support for program and associated faculty, including Ph.D. student support such as budgets, travel, and job market assistance. Manages student and faculty reminders, current and former student record keeping. Other duties as assigned. Benefits Competitive salary Tuition benefits BCBS PPO medical insurance options – 100% paid employee coverage for full‑time employees AD&D insurance Dental and vision plan options Long‑term and short‑term disability TRS retirement plan Fertility benefits Paid time off Equal Opportunity Employer The University of Texas at Dallas is an Equal Opportunity Employer. We do 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. The university is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator. #J-18808-Ljbffr University of Texas at Dallas