Administrative Assistant II

Administrative Assistant IIPosition Title - Administrative Assistant IIDepartment - Residential LifeSalary Range - $48,000 - DOQPay Basis - MonthlyPosition Status - Regular full-timeLocation - RichardsonDesired Start Date - 12/01/2026Job Summary - The Administrative Assistant II performs a wide variety of administrative business functions in support of Residential Life and its approximately 25 full-time and 175 student staff, including payroll, human resources, budgeting, procurement, employee reimbursements, account reconciliations, travel coordination and internal reporting. The position serves as the primary administrative liaison with UT Dallas Human Resources, Payroll, Purchasing, Travel, and financial offices for assigned transactions, using systems such as PeopleSoft, OneCard, and Concur.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 - Human Resources Liaison Initiate employee payroll requests. Review and process timekeeping records for staff in assigned area, verify accuracy and report issues to supervisors. Administer time collection and reporting. Track and report employee compensatory time. Prepare and submit new hire and separation paperwork. Coordinate onboarding and offboarding of employees. Process student hiring, onboarding and payroll setup during seasonal hiring peaks (late spring and late fall) while maintaining timekeeping and payroll deadlines. Purchasing Set up and track purchase orders. Communicate with outside vendors. Arrange invoice payments. Track and reconcile OneCard usage. Ensure compliance with University purchasing policies. Manage and track office supplies and inventory. Financial Management Prepare and reconcile assigned cost center accounts, identify discrepancies, and route unresolved items to appropriate director. Prepare financial transactions and route for approval. Track expenditures and prepare budget-to-actual reports for review by designated cost center owners. General Duties Collaborate on housing events and projects and assist Residential Life with administrative functions. Maintain spreadsheets and handle confidential employee information and FERPA-protected student information. Provide weekly, monthly and quarterly reports as necessary. Manage small projects as needed. Help develop, document, streamline and deliver business processes. Interpret and apply University policies and comply with applicable laws. Prepare and issue occupancy verification letters and documentation requested by students and outside parties, using confirmed occupancy records from StarRez. Provide limited backup support for Housing Administration customer service functions, including responding to routine inquiries and using StarRez to verify housing information. Travel Coordination Coordinate departmental travel arrangements, authorizations, registrations, reimbursements, and related documentation in accordance with University policies.Physical Demands and Working Conditions - Physical Activities Working ConditionsAdditional Information - Remote Work Notice: This role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice. A UT Dallas Remote Work Agreement will be required within 14 days after approval.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 BCBS PPO Medical Insurance Options – including 100% paid employee medical coverage for full-time employees AD&D Insurance Dental & Vision Plan Options Optional Long and Short-term Disability T&SRetirement Plan Fertility Benefits Paid time off 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.About Us UT Dallas is a top public research university located in one of the nation's fastest-growing metropolitan regions. Our seven schools offer more than 140 undergraduate and graduate programs, plus professional certificates and fast-track programs. Our student body is 31,000 strong, reflecting students from over 100 countries and a multiplicity of identities and experiences. UT Dallas is committed to graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world. Rich with visual and performing arts venues, museum districts, professional and semi-professional athletics teams, botanical gardens, accessible trails and so much more, the Dallas-Fort Worth (DFW) metroplex has something for everyone to explore. UT Dallas partners with regional higher education institutions and school districts and with the Richardson Innovation Quarter (Richardson IQ), a major hub for innovation, entrepreneurship, and educational activities.Special Instructions Summary - 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.Applicant DocumentsRequired DocumentsResumeCover Letter/Letter of ApplicationOptional DocumentsVeteran Employment Preference - Form DD-214