Executive Assistant

Executive Assistant

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Please see Special Instructions for more details.

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Posting Details

Position Information

Posting Number S05806P

Position Title Executive Assistant

UTSystem Title Executive Assistant

Department VP for Talent, Culture, and Engagement

Location Arlington

Job Family Administrative Support

Position Status Full-time

Work Hours Standard

Work Schedule

Monday-Friday; 8:00am-5:00pm.

May require occasional travel, evening, and weekend duties.

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience

Duration Funding expected to continue

Pay Basis Monthly

Benefits Eligible Yes

Benefits at UTA

We are proud to offer a comprehensive benefits package to all our employees at the University.

https://www.uta.edu/hr/employee-benefits

To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:

https://resources.uta.edu/hr/services/records/compensation-tools.php

University Information

The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution. UTA ranks No. 4 nationally in Military Times’ annual “Best for Vets: Colleges” list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA’s $22.2 billion annual economic impact on Texas.

Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100 . The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

Job Summary

Provide executive administrative support for the Vice President of Talent, Culture, and Engagement (VP of TCE). Responsible for performing a number of administrative duties and task-oriented projects. Provide oversight and guidance to select projects, office management, calendars and budget. Must be highly motivated and collaborative. A professional capable of managing a significant work-load and prioritizing tasks in a fast-paced office environment.

Essential Duties and Responsibilities

Manage and coordinate the calendar for the Vice President of Talent, Culture, and Engagement, schedule meetings, take minutes, and arrange travel.

Answer calls and welcome visitors, make appointments, provide information when appropriate and act as liaison for the VP of TCE.

Maintain and reconcile budget/financial statements and personnel transactions, requisitions, ProCards, student time, inventory and asset management, staff vacation and sick leave, annual space inventory and key audit according to established policies and deadlines.

Manage project & event deadlines and communications for the administrative office.

Coordinate catering, meeting logistics and agendas for events, staff meetings and luncheons.

Compose briefings and correspondence.

Proofread documents for review and/or official signature.

Handle confidential and sensitive materials and conduct related research as necessary.

Manage inquiries directed to the VP of TCE; determines the proper course of action and collaborates with the appropriate individual(s) to formulate the responses.

Retain files according to records retention policy.

Maintain student schedules.

Order supplies and office equipment.

Submit maintenance/help desk requests as needed.

Process forms for recruitment, appointments, position changes, leave requests and terminations in PeopleAdmin.

Performs other duties as assigned.

Minimum Qualifications

Bachelor’s degree with three (3) years upper level secretarial experience or high school diploma with seven (7) years of increasingly responsible administrative, secretarial and clerical or the equivalent experience.

Must be proficient in the use of Microsoft Word, Excel, and PowerPoint and all other university standard software.

Preferred Qualifications

Experience with PeopleSoft.

Familiarity with UT System policies and procedures.

Experience with PeopleSoft/UT Share.

Knowledge, Skills and Abilities

Outstanding knowledge of computer technology, including the ability to use specialized software packages such as spreadsheets, word processing, and database management.

Knowledge of digital tools and other office software applications and demonstrated financial understanding of budget management.

Excellent oral and written communication skills.

Ability to multitask, organize, prioritize and work with initiative both independently and within a team environment.

Attention to details, decision-making and problem-solving skills.

Ability to maintain a high degree of confidentiality.

Other Requirements

Working Conditions

Special Conditions for Eligibility

CBC Requirement

It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

EEO Statement

It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.

ADA Accommodations

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email ADADocs@uta.edu .

Posting Detail Information

Number of Vacancies 1

Open Until Filled

Minimum Number of References Required 3

Maximum Number of References Accepted 3

Special Instructions to Applicants

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Requirement Questions

Required fields are indicated with an asterisk ().

1. What is the highest level of education attained?

2. GED

3. High School Diploma

4. Associates Degree

5. Bachelors Degree

6. Masters Degree

7. PhD or equivalent

8. How many years of experience do you have in an administrative, secretarial or clerical role?

9. None/less than 2 years

10. 3 to 4 years

11. 5 to 6 years

12. 7 years or more

13. What is your skill level using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc)?

14. No skills/Basic

15. Intermediate

16. Advanced

17. Proficient

Documents Needed To Apply

Required Documents

1. Resume or CV

2. Cover/Interest Letter

Optional Documents