Administrative Assistant III

Position Information

Job Type/Hours per Week

Full-time/40 Hours per Week

Salary

Commensurate with experience

Hiring Department

School of Performing Arts

Required Application Materials

A single PDF or Word document containing a resume, letter of interest, and a list of the names and contact information for three (3) professional references is required to apply.

Important Instructions:

When prompted to upload your “resume”, upload your combined documents as one file.

• Please do not upload documents to “Cover Letter” or “References”.

If the required application materials were not uploaded at the “resume” prompt, please withdraw your application, and re-apply to upload your combined documents as one file.

Job Summary

The Administrative Assistant III coordinates activities and/or provides administrative support for an office which requires an understanding of complex processes, data, and/or operations of a department. This position creates and/or maintains associated documents and databases, arranges/coordinates meetings, special events; updates supervisor of critical issues/events; provides detailed responses to requests for information; reviews and updates administrative procedures; prepares and files required metrics and regulatory reports; and serves as administrative coordinator for annual budget process.

Major Responsibilities/Duties/Critical Tasks

• Office management including but not limited to: provide quality customer service, open the office daily, address correspondence, return all voice-mails, monitor office supplies/inventory and order as needed, maintain office computers/electronics/software, schedule and attend staff meetings, maintain/distribute meeting minutes, respond to general questions/needs.
• Processing contracts, E-Forms, monthly budget reconciliations, purchase requisitions, payment vouchers, travel requests, expense reimbursements and other financial documents.
• Monitoring expenditures and income against the budgets, maintaining accurate accounting records and facilitating monthly reconciliation.
• Scheduling and maintaining class schedule for the School of Performing Arts. Providing support and permission numbers to students who need assistance in enrolling.
• Providing administrative support to the school Director and faculty by assisting in answering questions, ordering supplies, maintaining office, and fulfilling tasks as deemed necessary.
• Maintaining budget for faculty travel and assisting in travel arrangements.
• Processing service agreements, making travel arrangements for guests/musicians.
• Managing scheduling of rooms in the Fine Arts Center and Center for the Musical Arts, including Braithwaite Recital Hall.
• Scheduling routine musical instrument maintenance, tunings, and inventories.
• Overseeing student worker staff, including weekly scheduling of activities as well as manage in the areas of audio and video recording and streaming, sound reinforcement, stage management and event archiving.
• Maintain department calendar, schedule events, assign student workers, prepare and print programs.
• Arranging detailed travel itineraries for faculty and student travel.
• Performing other duties as assigned.

Required Education/Experience

• High School Diploma or GED
• Knowledge of standard office equipment and software.
• Five years of administrative experience

Preferred Education/Experience

• Completion of Bachelor’s Degree
• More than three years of clerical experience.
• Experience in music and/or theatre arts.

Accompanying Knowledge, Skills, Abilities and Competencies

• Fluency with standard office software and applications such as Microsoft office suite (including outlook calendar), email, Zoom, etc.
• Strong ability to multi-task and work with many interruptions.
• Ability to manage complex schedule of events and classes in a dynamic environment.
• Establish and enforce specific job expectations for departmental student workers.
• Ability to apply discretion in situations involving sensitive information (student records, financial information, personnel matters, etc.)
• Maintain accurate departmental records, and to retrieve financial information and other records in a timely manner.
• Ability to maintain a positive demeanor when dealing with faculty, staff, students, and community members in person, over the phone, and by email.

About The University of Texas at Tyler

The University of Texas at Tyler is part of the prestigious University of Texas System that includes 13 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges.

Our beautiful Tyler campus features more than 200 acres nestled along a lake and surrounded by thick pine and oak forests, providing a picturesque location for study and recreation. We also offer instructional sites at The University of Texas Health Science Center at Tyler and in Palestine, Longview, and Houston.

With more than 80 bachelor’s, master’s and doctoral degree programs offered, UT Tyler provides a wealth of learning opportunities and dynamic programs.

For more information, please visit https://www.uttyler.edu/about/.

Additional Information

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

EEO/AA Statement

The University of Texas at Tyler is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, status as a protected veteran, among other things, or status as a qualified individual with a disability.

To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS _APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12&JobOpeningId=12768&PostingSeq=1

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