Administrative Specialist - Internal Audit

Posting Number:

S05423P

Position Title:

Administrative Specialist - Internal Audit

Department:

Internal Audit

Location:

Arlington

Job Family:

Compliance/Legal

Position Status:

Full-time

Work Hours:

Standard

Work Schedule:

Monday-Friday, 7:45 a.m. – 4:45 p.m.

Open to:

External and Internal

Salary:

Salary is commensurate upon experience, up to $62,000.

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.
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:

This high-profile position reports to the Chief Audit Executive and supports all seven of the audit team m embers from an administrative standpoint. The audit department’s vision is to provide UTA with “world class” audit and advisory services. In this position, you will be helping the audit department fulfill this vision.

Essential Duties and Responsibilities:

Performs administrative functions for all seven audit team members including:

• Arranging meetings and performing appropriate calendar management of individuals and office calendar.
• Proofreading, editing, and formatting reports and other correspondence. § Managing travel arrangements, reservations and reimbursements in accordance with UTA policy.
• Tracking each auditor’s continuing education courses. Assisting with course sign-up, when needed.
• Where appropriate, assisting with documentation for audits and advisory engagements.
• Facilitating the department’s bi-weekly meeting (agenda and deck creation).
• Arranging the annual planning meetings with leadership for the audit team.

Performs critical financial functions for the audit department including:

• Maintaining departmental P-Card and performing monthly P-Card reconciliation in accordance with UTA policy.
• Managing SAHARA monthly expense reconciliation process in accordance with UTA policy. Managing departmental purchases and bill paying for the department in accordance with UTA policy.
• Assisting the Chief Auditor with creating the annual departmental budget.

Manages Institutional Audit Committee administrative functions including:

• Creating timelines for Audit Committee preparation.
• Coordinating the preparation and issuance of audit committee packages.
• Creating the minutes for the quarterly meetings.
• Coordinating the meetings (scheduling, parking arrangements, meeting room setup, Teams connections, etc.).

Coordinates the report issuance and follow-up process for the audit department:

• Ensuring report issuance protocol is followed.
• Publishing audit reports on UT System website each quarter.
• Managing the audit client survey process (sends survey, follows-up, provides auditors with results, summarizes results each quarter using excel).
• Coordinating the open audit finding follow-up process.
• Works closely with auditors to help ensure open findings are handled as intended. Preparing quarterly open audit finding presentation for Institutional Audit Committee review.

Perform other critical duties for the audit department:

• Maintaining the department’s website.
• Coordinating with Facilities, Housekeeping, etc. Managing the job postings, interview set-up and administrative portions of the onboarding process.
• Maintaining the department’s employee manual.
• Ensuring appropriate record keeping and retention guidelines are consistently followed.

Providing assistance with the annual Quality Assurance Improvement Process and external Quality Assurance Review (every three years).Minimum Qualifications:

• Ability to keep confidential information confidential.
• Three (3) years of related experience in administrative support or equivalent combination of education and/or training.
• Proficient in the use of Microsoft Word, Outlook, Excel, and PowerPoint.
• Strong verbal and written communication skills.
• Developed clerical and calendaring skills.
• Project management and organization skills.

Preferred Qualifications:

• Experience with using PeopleSoft.
• Familiarity with UT System policies and procedures.
• Experience supporting a wide variety of staff members.
• Bachelor and/or Associate degree
• Experience in Internal Audit
• Experience working with senior leaders

Knowledge, Skills and Abilities:

• Ability to manage a significant workload with competing priorities.
• Ability to collaborate with others to proactively identify and provide optimal solutions.
• Effective communication and knowledge sharing.
• Strong customer-focused mindset that demonstrates active and attentive understanding and responsive problem-solving.
• Excellent oral and written communication skills.
• Ability to multitask, organize, prioritize and work with initiative both independently and within a team environment.
• High attention to detail.
• Possesses decision-making and problem-solving skills.
• Ability to maintain a high degree of confidentiality.

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

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.