Administrative Assistant II

Administrative Assistant II

The Administrative Assistant provides essential administrative, operational, and customer-service support to the Office of Graduate Education. Reporting directly to the Business Manager, this role supports procurement, scheduling, event coordination, financial processes, and daily office operations that ensure the smooth functioning of graduate programs and student services. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced academic environment.

Minimum Education and Experience: 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.

Essential Duties and Responsibilities: Provide comprehensive administrative support to the Office of Graduate Education, including scheduling meetings, taking meeting minutes, managing calendars, conference room reservations, and handling correspondence with students, faculty, and external constituents. Assist in coordinating graduate program events, including student activities, department meetings, and facilitating room and resource access. Assist with purchasing processes, travel and hotel arrangements, and reimbursement submissions. Serve as the primary point of contact for students, faculty, staff, and visitors, offering information and directing inquiries appropriately. Assist in preparing reports, presentations, and other documents to support program initiatives. Support budget tracking and account reconciliation across multiple cost centers. Coordinate office communications, including email updates, website content revisions, and other communication needs as they arise.

Physical Demands and Working Conditions: Must be able to remain in a stationary position for long periods of time. The person in this position must occasionally move about inside the office to access file cabinets, office machinery, etc. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

What We Can Offer: UT Dallas is an Equal Opportunity Employer with an employee-friendly and supportive work environment. Our comprehensive compensation and benefits package that is effective as of your hire date includes: Competitive Salary, Tuition Benefits, Internal Training, BCBS PPO, Medical insurance – 100% paid for full-time employees, PPO and DHMO Dental Insurance Plan – PPO plans include ortho benefits, Long and short-term disability, TRS Retirement Plan – defined benefit plan offering lifetime annuity upon retirement, Voluntary Retirement Plan Options – additional savings opportunities with Tax-Sheltered Annuity Plans and Deferred Compensation Plans, Dental/Vision/AD&D, Paid time off, Paid Holidays, Paid Winter Break, Fertility Benefits. All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.