Assists multiple faculty with complex research accounts with all phases of administration. Answers questions, provides advice to faculty regarding university policies and procedures as well as relevant policies, local, state and federal laws and regulations pertaining to purchasing and ordering, travel and reimbursement, account reconciliation, and building security access.
Assists faculty and department in using University procurement business practices including receiving quotes, appropriate means of purchasing supplies and equipment, and appropriate use of purchasing online vs. the eProcurement system. Assists in tracking expenses used in equipment fabrication or lab development on plant funds. Checks budgets, and initiates transfers of budget as allowed and needed before purchases or travel arrangements are made, and before employment and hiring requests on faculty accounts are processed. Completes account reconciliation of monthly financial transactions in PeopleSoft to supporting documentation on faculty cost centers and informs faculty when they are ready for their approval. Sends frequent reminders to faculty of their monthly requirement to approve cost centers, and assists faculty to identify missing approvals to meet State requirements. Completes building access requests for students to faculty's labs, to secure research facility buildings and labs, and to teaching rooms and labs. Makes conference room reservations for faculty events and meetings, for graduate student thesis proposals and defense, for lab meetings, etc.
Financial administration of faculty lab activity, including establishing and following up on billing and payment for lab specialty gas, demurrage, and return of gas cylinders. Eg.: Airgas, AirLiquide, Praxair, etc. Also includes following up on billing and payment for UTD specialty lab facility use charges, including the cleanroom, EM facility, XPS, and machine shop.
Plan and execute events and meal planning for faculty and their guests, as well as provide support for Department and School meetings and events. Coordinates UT Design activity. May include making posters, emails, travel and hotel arrangements, meal planning, scheduling of visits, itineraries, reimbursements, parking, Uber, providing maps, and communication with guests.
Supervisor of Front Desk student workers. Provides back-up operational support for the Department's customer service. Includes assisting with enquiries at the front desk, answering the department's main line.
Works as a member of the ECE Department's financial and operations teams to assist with development of standard operating procedures and policies that work with School and University policies, as well as applicable local, state and federal laws and regulations.
Bachelor's degree and five years of office administration or project management experience including two years at an Administrative Assistant I level or an equivalent combination of education and experience.
Preferred Education and Experience:
Bachelor's degree in public, business administration, management, or related field; and five years of experience performing administrative duties in a position in higher education. An equivalent of relevant education and experience may be considered. Demonstrated knowledge of applicable business practices, laws and regulations related to public fiscal administration, including procurement, travel, reimbursements, use of public agency credit card. Prefer minimum of two years of academic work in a large department with experience supporting a high degree of research activity at a public university. Prefer two years experience in communication with faculty regarding university procurement, travel, sponsored research administration. Internal candidates will be given priority. Experience using PeopleSoft Financial Management System/corporate travel agency, experience in UT Dallas budget administration and account reconciliation, and experience explaining policies and procedures to faculty and students will also be given priority.
1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.
2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. EOE, including disability/veterans. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.
The University of Texas at Dallas is an innovative institution in the heart of North Texas on the path to achieving Tier One national research university status.UT Dallas has grown since its founding in 1969 to include 132 degree programs, with cutting-edge curricula serving a variety of undergraduate and graduate student interests.The University continues its original commitment to providing some of the state's most-lauded science and engineering programs and has also gained prominence for a breadth of educational paths, from criminology to biomedical engineering to arts and technology.The wealth of learning resources available to UT Dallas students is the result of a concentrated effort to attract the top minds on both ends of the classroom relationship. Joining the faculty's Nobel laureate and four National Academies members since 2005 are more than 200 tenure and tenure-track professors hailing from the world's best colleges, including Harvard, MIT, Cambridge and Columbia University. In addition, UT Dallas is home to more than 50 centers, labs and institutes that facilitate research and opportunities for hands-on learning. Students, meanwhile, arrive at UT Dallas well-prepared ...to succeed in higher education: In 2011, nearly 39 percent of freshmen ranked in the top 10 percent of their high school class, and 75 percent ranked in the top 25 percent.With an eye on building a future as bright as its beginnings, UT Dallas will continue its push to attain Tier One research university status and produce graduates who are well-equipped to succeed professionally.