Administrative Assistant I
Purpose
Purpose:
To provide varied administrative support at the UTA Research Institute. Responsible
for a variety of administrative duties requiring moderate exercise of independent
judgment, initiative and ability to make decisions relative to office operations.
Essential Functions
Function 1:
Assists in the management of administrative staff services and in developing and
implementing internal procedures.
5 % Time
Function 2:
Maintains time leave usage, employee records, training and annual appointments.
Processing bi-monthly time sheets, collects monthly time sheets from non-exempt
employees
10 % Time
Function 3:
HRMS and SNAP Job - request to the hiring committee, job posting, closing position,
communicating with newly hired employee, students and volunteers. Scheduling
interviews, requesting approval of questions for interview. Sending Offer
Letter/Criminal Background Check requests ; Alerting staff candidate has accepted
position.
20 % Time
Function 4:
In-processing and point of contact for new employees, students and volunteers:
Initiate New Personnel Worksheet. Finalize appointment process in HRMS/Define to
generate an EID. Assign office/computer/work station. Notify guard of addition to
staff. Assign "buddy" employee to answer general questions. Assign mailbox.
Schedule appointment with Executive Director and Director of Research. Order key.
20 % Time
Function 5:
Provide UTARI Policies and Procedures overview. Provide Organizational
Chart/Update with New Employee Information, Tour facility. Order business
cards/name badge.
10 % Time
Function 6:
Direct new employee to go to HR and Payroll within 3 days of start date. Direct new
employee to attend Orientation, Pick up keys, MavID card, long distance card and
obtain Parking Pass.
5 % Time
Function 7:
Maintains employee files and performance review schedule. Submits Employee
Clearance forms and out-processing of employees, volunteers and students.
20 % Time
Function 8:
Backup person for processing other documents in DEFINE.
10 % Time
Marginal/Incidental Functions
Marginal/Incidental Functions:
Other functions as assigned.
Qualifications
Required Qualifications:
Bachelor's degree with one year upper level secretarial experience or high school
with five years of increasingly responsible administrative, secretarial and clerical
experience with one year of supervisory experience. 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: college or college degree, list school name, degree type, major,
graduated or not, and hours completed if not graduated.
Preferred Qualifications:
WORD, EXCEL, PowerPoint and Familiarity with PeopleSoft