Administrative Assistant III - Student Affairs

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:

• Provides office administrative support including but not limited to providing quality customer service, returning all voicemails, monitoring office supplies/inventory, attending staff meetings, responding to general questions/ needs.

• Assists with aspects of the day-to-day administration of the department; works in close collaboration with departmental leadership to assist in implementing strategic and operational plans.

• Participates in departmental planning to support the developmental goals which align with the organization's goals.

• Maintains appointment calendars and schedules appointments or meetings as requested for Associate Deans. Handles all related logistics, records, and archives meeting notes and other documents for reporting purposes.

• Compiles and enters data and generates various standard reports.

• Assists Associate Deans by performing clerical/secretarial functions to accomplish the day-to-day operational needs of the departments.

• Oversees administrative matters related to the development of new and existing programs or events in the departments.

• Orders and maintains supplies/equipment.

• Serves as a liaison between external partners and internal team members.

• Assists Associate Deans with budgets preparation activities and reconciles accounts, including restricted, designated, grant, and MSRDP accounts in an accurate and timely manner.

• Works closely with individuals within the School of Medicine and UT Tyler HSC and UT Tyler for administrative support and financial processes.

• Provides essential administrative support to the department for financial practices and processes, including initiating and tracking requisitions, and collaborating closely with other departmental administrators to ensure a seamless level of support.

• Prepares routine forms for all types of reimbursements.

• Makes travel arrangements and reservations for Associate Deans.

• Supports departmental staff in submitting travel documents.

• Tracks payments and balances on standing orders as necessary.

• Facilitates preparation of contracts/agreements and submits through contract management software program.

• Assist in coordinating and the set-up of workshops, departmental initiatives, and events.

• Handles confidential and/or sensitive information and situations with discretion and adherence to FERPA guidelines.

• Attend events on behalf of the School of Medicine.

• Serves on division and university committees as requested.

• Performs other duties as assigned.

ACCOMPANYING KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCIES:

• Detailed knowledge of and demonstrated expertise in the use of Microsoft Office applications including Word,

• Excel, Power Point, and Outlook.

• Ability to use PeopleSoft (ERP system).

• Excellent written and verbal communication skills to relay complex information with accuracy and diplomacy.

• Ability to maintain organized records.

• Ability to work as part of a team.

• High attention to detail.

• Ability to multi-task in a fast-paced environment.

• Excellent customer service skills both in person and over the phone.

• Strong organizational skills.

• Ability to adapt to a changing environment.

• Ethical; able to maintain confidential information.

REQUIRED EDUCATION / EXPERIENCE:

• High school diploma or equivalent. Bachelor's degree is preferred.

• Five (5) years of related experience working at an office coordinator level or equivalent position is required.

• Experience working in higher education is preferred.

• May accept a combination of education and experience.