Administrative Specialist
The University of Texas at Arlington

Job Info

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Posting Number:

S05778P

Position Title:

Administrative Specialist

UTSystem Title:

Administrative Specialist

Department:

Vice President for Research

Location:

Arlington

Job Family:

Administrative Support

Position Status:

Full-time

Work Hours:

Standard

Work Schedule:

Monday - Friday 8:00am to 5:00pm

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 varied administrative support, including travel, scheduling, procurement, meeting, events and some financial duties to the Senior Associate Vice Presidents for Research and Director. Requires moderate exercise of independent judgment, initiative, and ability to make decisions relative to office operations.

Essential Duties and Responsibilities:

• Efficiently organizing and prioritizing appointments, meetings, and events to ensure the best use of the Senior AVPR's and Director's time.
• Assisting with gathering data, preparing presentations, and conducting preliminary research that can help in decision-making processes.
• Helping to track and monitor the progress of various research projects or initiatives, ensuring deadlines are met and objectives are achieved.
• Communication and information collection from other partners is very time consuming.
• Arranging logistics for meetings, preparing agendas, and ensuring all necessary documents and information ahead of time.
• Managing emails and correspondence, filtering important information, and drafting responses where appropriate to reduce the Senior AVPR's and Directors administrative load.
• Acting as a point of contact between Senior AVPR's and Directors and other departments, colleges, internal and external partners, facilitating smooth communication and collaboration.
• Organizing travel itineraries, accommodations, and necessary documentation for research trips or conferences.
• Overseeing the processing of expense reports and budget tracking to ensure fiscal responsibility.
• Compiling and organizing comprehensive briefing books for meetings, presentations, or trips. This includes gathering relevant research, summaries, and background information.
• Prepare training procedure manuals, center policies, and other written material and documentation as required for the Health Innovation Institute.
• Perform any additional duties as needed.

Minimum Qualifications:

• Bachelor's degree with one (1) year upper of level secretarial experience or high school with five (5) years of increasingly responsible administrative, secretarial, and clerical experience with one year of supervisory experience.

Preferred Qualifications:

• Experience in Higher Education, research, or a related environment.
• Experience with UTA policies and systems.

Knowledge, Skills and Abilities:

• Skilled in time management and task prioritization.
• Attention to detail and problem-solving skills in a fast-paced environment.
• Proficiency in Word, Excel, Outlook, and project management software.
• Excellent oral communication and interpersonal skills.
• Ability to manage projects effectively and meet firm deadlines.

Working Conditions:

• The working space will include an office cubicle that will be near Senior AVPRI and Director offices.

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.

Number of Vacancies:

1

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.

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