THE UNIVERSITY OF TEXAS AT ARLINGTON
ADMINISTRATIVE AND PROFESSIONAL (NON-TEACHING) JOB DESCRIPTION
TITLE:
Executive Assistant, Student Affairs
CODE:
0305
FUNCTION: To provide assistance for the VP for Student Affairs in the supervision of
12 departments, maintain 6-7 budget accounts and conduct training/team-building
meetings with all clerical support staff in the student affairs division.
DUTIES AND RESPONSIBILITIES: Relieve the VP for Student Affairs of a wide
variety of internal administrative duties and a large volume of decisions that require a
thorough understanding of the functions, programs and policies of the University.
Interpret administrative decisions and policies. Manage all financial transactions,
including position and reconciliation of all accounts for the VP for student affairs,
assistant to the VP for Student Affairs, the director/coach of the Movin’ Mavs
Wheelchair Basketball team and women’s tennis and the attorney in Student Legal
Services. Prepare reports to monitor the financial state of the department for the
department for the vice president for student affairs and the director/coach of the Movin’
Mavs Wheelchair Basketball team and women’s tennis. Supervise two student assistants.
Prepare Personnel Action Forms on all staff in the Vice President for Student Affair’s
Office and assist/ back up in Student Judicial Affairs and Student Legal Services.
Review, verify for accuracy and create Define OV1 documents for student assistants in
Student Affairs, Student Judicial Affairs and Student Legal Services. Maintain travel
budgets, make some travel arrangements and prepare travel reimbursement vouchers.
Compose complex correspondence, memorandums, etc. Maintain personnel records
including staff recruitment forms, appointments, change of status, special leave requests,
terminations, attendance records and performance evaluations. Arrange meetings,
prepare agendas, order food (luncheon meetings) and take minutes for meetings. Serve
as administrative liaison with other departments on campus and outside organizations and
agencies concerning administrative policies, procedures and practices. Serve as back up
for clerical support for the Director of Student Judicial Affairs and assist in the training of
the clerical support for this department. Conduct meetings with clerical support staff in
the student affairs division. Maintain office equipment and supplies. Work with other
executive assistants and support staff in the president’s suite and have involvement with
the president’s staff.
ACCOUNTABILITY
REPORTING RELATIONSHIPS
REPORTS TO: Vice President for Student Affairs/Dean of Students and Associate
Dean of Students
SUPERVISES: 2 student assistants
INTERNAL CONTROL: Responsible for the design, execution, and effectiveness of a
system of internal controls which provides reasonable assurance that department
operations are effective and efficient, department assets are safeguarded, department
financial information is reliable, and the department complies with applicable laws,
regulations, policies, and procedures.
WORKING CONDITIONS: There is minimal before and after hours required to assist
with some of the award programs chaired by the Associate Dean of Students, but
otherwise regular hours in an office environment.
REQUIRED QUALIFICATIONS: Bachelor’s degree or equivalent with increasingly
responsible administrative, secretarial and clerical experience, supervisory experience,
knowledge of personal computer and other standard office equipment and proficient in all
phases of work to be performed
OTHER REQUIREMENTS: Good communication and organizational skills.
DATE: June 18, 2002
OTHER REQUIREMENTS: Specific job requirements or physical location of some
positions allocated to this classification, may render the position security sensitive, and
thereby subject to the provisions of Section §51.215 Texas Education Code.
DATE: 9/17/02 (revision)