Executive Assistant

Executive Assistant Bookmark this Posting | Print Preview | Apply for this Job

Please see Special Instructions for more details.

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.

Posting Details

Position Information

Posting Number S05123P

Position Title Executive Assistant

Department Enrollment Managment

Location Arlington

Job Family Administrative Support

Position Status Full-time

Work Hours Standard

Work Schedule

Monday through Friday, 8am – 5pm

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience up to $75,000.

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

Under the direction of the Vice President, to perform and coordinate administrative and office management functions in an evolving role encompassing a wide range of organizational boundaries to allow the Vice President time to achieve personal, unit and university strategic goals serving as “gatekeeper” and “gateway” both internally and externally to make Vice President available as appropriate.

Essential Duties and Responsibilities

• Works closely with and assists the Vice President with research, reports and projects.

• Drafts and edits advanced correspondence; gathers information from a variety of sources.

• May compose and sign correspondence for the Vice President.

• Assumes responsibility for special projects as requested. Responsible for confidential and time sensitive material including resolution of personnel matters without issue.

• Coordinates activities of the day-to-day departmental operations: prioritizes and provides professional level administrative support.

• Interprets administrative decisions and procedures which require a thorough understanding of the functions and policies of the university.

• Responsible for heavy calendar management, planning and executing events.

• Works closely and effectively with the Vice President to keep him well-informed of upcoming commitments and responsibilities, following up appropriately.

• Analyzes unit operating practices, such as record keeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures.

• May serve as the Vice President’s representative at meetings and express the executive’s viewpoints at such meetings.

• Provides clerical support for the Sr. Associate Vice President.

• Provides supervision for Administrative Assistant II and Student Workers staff.

• Communicates directly and effectively, on the behalf of the Vice President, with his direct reports, senior management and others, on matters related to the Vice President’s initiatives.

• Acts on behalf of the Vice President in the development and implementation of plans, policies and procedures.

• Serves as positive and proactive administrative liaison to other departments on campus and outside organizations/agencies as well as staff, students and visitors.

• Building an aspiration of superiors’ support, with a keen sense of attention to detail and being a partner in the unit.

• Coordinates travel arrangements and reimbursements for Vice President and other management/staff as needed.

• Interprets requests, helps implement action, and notifies Vice President as needed.

• In Vice President absence, ensures that requests for action or information are relayed to the appropriate staff member.

• Assists with the annual budget submission. Coordinates and oversees budget expenditures, leases and maintenance contract.

• Performs other duties as assigned.

Required Qualifications

• Bachelor Degree and/or equivalent relevant experience.

Preferred Qualifications

• Bachelor Degree with three (3) years of upper administrative experience or seven (7) years of increasing responsible administrative experience including four (4) years of supervisory experience.

• Higher education experience.

Knowledge, Skills and Abilities

• Ability to maintain confidentiality.

• Understand, apply and implement administrative policies, practices and procedures; represent management in dealing with a variety of matters with other departments, employees and visitors.

• Extensive knowledge of related programs, policies, and rules and regulation of the University.

• Establish and maintain cooperative working relationships with a variety and level or departmental staff.

• Must possess good communication skills, leadership skills, organizational skills and display good judgement.

• Ability to work effectively with little supervision.

• Proficiency with Outlook, Word, Excel, Power Point and People Soft programs.

Other Requirements

Working Conditions

Special Conditions for Eligibility

Working Title Executive Assistant

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.

Posting Detail Information

Number of Vacancies 1

Open Until Filled

Minimum Number of References Required 3

Maximum Number of References Accepted

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.

Requirement Questions

Required fields are indicated with an asterisk (*).

• • How many years of experience do you have working in higher education?

• None/less than 1 year

• 2 to 3 years

• 4 to 5 years

• 6 years or more

• • How many years of experience do you have in an administrative, secretarial or clerical role?

• None/less than 3 years

• 3 to 4 years

• 5 to 6 years

• 7 years or more

• • How many years of supervisory experience do you have?

• None/less than 2 years

• 3 to 4 years

• 4 to 5 years

• 6 or more years

Documents Needed To Apply

Required Documents

• Resume or CV

• Cover/Interest Letter

Optional Documents