Administrative Specialist

The University of Texas at Arlington Portal•Arlington, TX

19d

About The Position

The Administrative Specialist manages the administrative functions in the Office of the Associate Vice President for Business Affairs/Controller and its extended office units. Develops, implements, and continuously improves standard administrative processes, including information sharing related to policies and procedures. Exercises independent judgment in facilitating day-to-day office operations. Relieves administrators of various routine responsibilities and tasks. Supports administrators in the office with (but not limited to) the following functions: personnel actions and onboarding, acquisitions, timekeeping, leadership support, managing calendars, arranging meetings, assisting with meeting preparation and providing follow up as needed, taking minutes, and coordinating travel arrangements and expense reimbursements. Serves on university committees.

Requirements

Bachelor’s degree.
Five (5) years of experience in administrative support of a high level professional or executive or an equivalent mix of education and relevant experience in similar role.

Nice To Haves

Two (2) years of experience managing office staff.
Knowledge and experience in PeopleSoft or an equivalent.

Responsibilities

Relieve Associate Vice President/Controller and other administrators of a wide variety of routine administrative responsibilities and tasks which require a thorough understanding of the policies and procedures of the University.
Work with team to implement and continuously improve the delivery of administrative services and processes.
Recommend changes to services to better meet the needs of the department staff, as well as external stakeholders.
Provide assistance with financial and budget matters to include (but not limited to): Facilitate departmental purchases, confirm fund availability, review account balances and create requisitions.
Perform monthly and annual reconciliation of cost centers and Procard activity and resolve discrepancies.
Obtain travel authorizations and prepare travel expense reports for processing.
Composes complex correspondence, memorandums, and fliers to distribute to the department and other entities.
Arrange meetings, conferences, and workshops; prepare the agendas; and provides refreshment services.
Provide additional assistance with events and special projects as needed.
Assist with website maintenance; ensure content is consistently updated and current.
Performs other duties as assigned.