Administrative Assistant II

Administrative Assistant II

The Callier Child Development Center at The University of Texas at Dallas is seeking a motivated and detail-oriented Administrative Assistant II to join our collaborative team. In this key role, you will support the daily operations of the Education Program Office, helping to ensure the center runs efficiently and in compliance with university and state regulations. You will coordinate new staff onboarding, manage accurate data entry for staff and families in the Procare system, process payroll, maintain departmental files, and assist with purchasing and inventory. Additional responsibilities include overseeing security badge access through the CCURE system, supporting compliance with the National School Lunch Program, and working closely with various UTD departments and families. This position is ideal for candidates who are organized, proactive, and passionate about supporting early childhood education in a university-based setting.

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.

Preferred Education and Experience: Bachelor's degree in Accounting, Business Management, or a related field. Two (2) years of office management experience, with demonstrated skills in accounting and financial processes. Proficiency in Microsoft Office Suite (including Word, Excel, Outlook), as well as Windows operating systems.

Other Qualifications: To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

Essential Duties and Responsibilities: Provide administrative support for the Callier Education Program Office by coordinating with various UTD departments, Callier staff, and families. Deliver high-quality customer service to internal and external stakeholders. Assist with new staff onboarding, including orienting employees on Callier-specific paperwork, submitting and monitoring criminal background checks, and maintaining compliance with Child Care Licensing regulations. Post job openings, track applicants, and maintain complete and accurate staff files. Process, file, maintain, and track all paperwork related to education new hires. Enter and maintain data for families and staff in the Procare system. Prepare, distribute, track, and report employee payroll information in accordance with UTD Payroll policies and departmental needs. Manage purchasing, order placement, tracking, inventory, and budget tracking for educational and business needs. Prepare and reconcile the monthly credit card report. Organize and maintain departmental filing systems, storage areas, and supply closets to ensure orderliness and adequate inventory. Handle billing, general accounting tasks, and manage office security badges using the CCURE system for staff, contractors, and families. Review daily count forms for accuracy and enter data for daily lunch reporting. Ensure accurate record-keeping and compliance with the National School Lunch Program. Collaborate effectively with all UT Dallas departments to support operational and administrative functions. Perform other duties as assigned by the Director of Education or supervisor.

Physical Demands and Working Conditions: Physical Requirements The successful candidate must be able to: Sit, stand, walk, run, bend, stoop, squat, climb, twist, turn, stretch, and reach frequently throughout the day. Lift, push, pull, and carry items weighing up to 40 pounds. Get up and down from the floor easily to interact with children. Perform tasks requiring fine and gross motor skills. Maintain mental alertness, agility, and emotional stability throughout the workday. Multi-task and manage interruptions while maintaining a calm and professional demeanor. Respond with patience and a positive attitude when engaging with children, families, and colleagues. Work Environment While performing the duties of this position, the employee may be: Exposed to bodily fluids, strong odors, cleaning chemicals, and contagious illnesses. Exposed to varying indoor and outdoor conditions, including hot or cold temperatures, UV rays/sun exposure, and noise. Subject to environments with crying children and bright (fluorescent) lighting. Tools and Equipment This position may require the use of: Computers, iPads, iPods, and other digital devices. Basic kitchen appliances and utensils. Cleaning tools such as brooms, mops, and sanitizing supplies. Classroom toys, educational tools, and child-related materials.

Additional Information: Must have a negative TB test. Must have a cleared Texas Child Care Licensing Background Check. A Provisional Background Check will not be accepted. Work Notice: Work will be performed on-site and in person at the Callier Child Development Center in Dallas 1966 Inwood Rd, Dallas, TX 75235.

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 UT Dallas Bright Leaders Program. Visit for more information.

Special Instructions Summary: Please Note: This position is located at the Callier Child Development Center in Dallas 1966 Inwood Rd, Dallas, TX 75235.

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents

1. Veteran Employment Preference - Form DD-214