Administrative Assistant III

Administrative Assistant III Full-time/40 Hours per Week Salary Commensurate with experience. Hiring Department College of Pharmacy Location University of Texas at

Tyler:

Tyler, Texas. This position does not allow for remote work. 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 departmental operation and provides administrative support for the Ben and Maytee Fisch College of Pharmacy which requires an understanding of complex processes, data, and operations of a department. Major Responsibilities/Duties/Critical Tasks Provide office assistance with administrative duties, including managing Outlook calendars tracking action items and due dates, ordering supplies and equipment, sending and distributing mail/email, preparing reports, and maintaining organization of shared office areas. Triage questions, assist with resources, and provide information to faculty, staff, students, and visitors in a professional and courteous manner. Administratively support college and departmental meetings, which may include scheduling and planning meetings, reserving rooms, preparing meeting agendas and minutes, and distributing and filing documents. Plan, coordinate, assist with, and participate in program and departmental events. Oversee various cost-centers, Personal Development Funds, and endowments with accuracy, including monitoring expenditures and income against budgets, maintaining accounting records, compiling reports for leadership and facilitating reconciliation of accounts. Accurately process and track e-forms, purchase requisitions, payment vouchers, ProCard reconciliation, invoices, and reimbursements. Accurately process and maintain all departmental contracts and agreements. Working to enter documents in a timely manner and noting the necessary processing time. Communicating with leadership and stakeholders about the contract/agreement status and ongoing needs. Accurately process Technology Requests, EIR forms, as needed for any technology requests. Communicating with leadership and stakeholders about the contract/agreement status and ongoing needs. Assist with travel requests including making travel arrangements, creating travel authorizations, and processing travel card reconciliations and reimbursements in a timely manner. Assist with the Academic Alert process Complete university processes related to student enrollment and creation of courses within university systems Assist with the onboarding of new departmental and college employees, including training, arranging for keys, travel cards, and ProCards. Maintain the highest level of confidentiality for confidential and sensitive information. Accurately maintain and report all departmental cost centers and assigned grant projects, which includes submitting monthly reconciliation of cost centers in a timely manner. Assist vendors entering the UT Tyler vendor system through payment works. Assist with accreditation processes and reporting as needed. Perform other duties assigned by Supervisor, and FCOP leadership team. Required Education/Experience High school diploma or equivalent. Five (5) years of related experience. May accept a combination of education and experience Preferred Education/Experience Bachelor's degree or comparable degree, with accounting or financial experience.. Accompanying Knowledge, Skills, Abilities and Competencies Proficient with Microsoft Office Suite, and Cloud based applications. Ability to operate standard office equipment. Ability to adapt to a changing environment. Ability to maintain ethical standards and preserve confidential information. Possessing excellent interpersonal skills with a proven record of completing assignments, consistently meeting established deadlines accurately and on time while effectively managing short and competing priorities. Work collaboratively and cooperatively with university personnel at all levels. Empathetic and aware of impact on others. Successfully working independently and as part of a team. Demonstrated experience and documented excellence in oral and written communications skills, including active listening and critical thinking. Exceptional organizational and multi-tasking skills with solid attention to detail. Interact professionally with students, faculty, the community and FCOP leadership. Thorough knowledge of relevant policies and regulatory requirements. Maintain professionalism. Positively contribute to the culture of the department and college. About The University of Texas at Tyler The University of Texas at Tyler is part of the prestigious University of Texas System that includes 14 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges. Designated an R2 research institution by the Carnegie Classification of Institutions of Higher Education, UT Tyler supports our surrounding region through innovation intended to uplift communities, spearhead sustainability initiatives, preserve ecosystems and support entrepreneurship. UT Tyler has the highest Carnegie classification in East Texas. 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/ . Why work for UT Tyler?

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Why Work for UT Tyler? 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. For more information regarding benefits offered by UT Tyler, please visit https://www.uttyler.edu/offices/human-resources/employees/benefits . EEO Statement The University of Texas at Tyler is an Equal Employment Opportunity Employer. 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=15207&PostingSeq=1 jeid-5eebe2585b377e45adf2f3363904a4b5