Administrative Assistant II
Purpose
Purpose:
provide highly skilled administrative support to relieve the Chair of a number of activities of the
department.
Essential Functions
Function 1:
Office manager: responsible to ensure smooth office operations; responsible for supervising all
other staff members and producing annual evaluations, providing input in performance
improvement plans, ensures adequate staff coverage, leads staff to support growing mission of
the department, sets clear expectation, ensures dept is in full compliance with Univ standards and
meets the scrutiny of all auditors, conducts staff meetings.
30 % Time
Function 2:
Budget/accounting: responsible for purchasing equipment and capital assets, makes daily
decisions and recommendations based on current year strategic purchases, budgetary impact and
department need; supervises routine office purchases. Assists Chair with budget preparation and
forecast. Reviews/processes purchase orders, vouchers, deposits, transfers of funds.
Maintains/oversees/reconciles financial ledgers for local and state accounts.
10 % Time
Function 3:
Travel: Liaison between Travel Desk and faculty. Includes processing travel requests through
appropriate channels, encumbers funds from Dept, Dean and VP/R accounts. Reviews and
reconciles receipts for reimbursement. Develops/maintains travel calendar. Maintains travel
accounting, gathers future travel needs from faculty for strategic budget forecast.
20 % Time
Function 4:
Inventory: Liaison with Asset Management and Surplus, creates and maintains capital asset
inventory list. Liaison with OIT to address faculty and staff computing needs. Responsible for
deciding among computing options to make best use of department resources.
5 % Time
Function 5:
Administrative support to the Chair: Anticipates needs and provides innovative and creative
suggestions to challenges; gathers data and generates reports as needed in support of dept
mission, assists Chair with correspondence and interdepartmental communication. Interprets
processes and policies of the University; serves as Department point-of-contact for daily issues
and situations.
20 % Time
Function 6:
Works with Department ACTP to ensure T/P candidate dossiers are complete and submitted
within established timelines; works collaboratively with Dean's office, Office of the Provost and
other university entities such as International Coordinator for Employment for immigration and
visa issues; assits with faculty searches. Maintains faculty files/credentials. Records minutes at
faculty meetings.
10 % Time
Function 7:
Provides customer service to callers and visitors to the department in the absence of other staff
members.
5 % Time
Function 8:
% Time
Marginal/Incidental Functions
Marginal/Incidental Functions:
Other functions as assigned.
Qualifications
Required Qualifications:
Bachelor's degree with 2 years upper level secretarial experience OR high school with 6 years
increasingly responsible administrative, secretarial experience with 2 years of supervisory
experience.
Preferred Qualifications:
Excellent writing and communicatin skills. Excellent skills with Microsoft Word, Excel, and
Powerpoint. Working knowledge of UTA MyMav (peopleSoft) and DEFINe systems. Ability
totype at least 40 wpm.