Administrative Assistant III

Contract Full Time Part Time Tyler, TX Posted 3 months ago Administrative Assistant III Position InformationJob Type/Hours per WeekFull Time Hiring DepartmentSchool of Medicine – Admissions LocationUT Tyler Health Science Center Required Application MaterialsA 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 two departments, admissions & enrollment management and accreditation, 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 supervisors of critical issues/events; provides detailed responses to requests for information; reviews and updates administrative procedures; prepares and maintains required metrics and regulatory reports; and serves as administrative coordinator for annual budgeting process.Major Responsibilities/Duties/Critical Tasks Assists faculty, administrative or professional staff by performing clerical/secretarial functions to accomplish the day-to-day operational needs of the department. Cordially and professionally answers incoming phone calls, including screening or transferring as appropriate, using sound judgement. Prepares department committee meetings by reserving rooms in Astra, setting up A/V equipment, and recording/distributing the minutes. Maintains calendars and schedule appointments. Coordinates travel to include Request for Travel Authorizations (RTA’s), travel reimbursement, payment request forms, booking flights and hotels. Reconcile accounts, including restricted, designated, grant and MSRDP accounts in an accurate and timely manner. Prepares routine forms for reimbursement to include direct payments, IDTs and other administrative financial forms. Initiates and tracks purchase requisitions, including verification for accuracy. Orders and maintains supplies/equipment. Assists with special events for the Office of Admissions and the Office of Accreditation which includes set up/clean up, catering, and other necessary logistics. Composes routine correspondence such as forms, letters, acknowledgements, and notes. Handles confidential and/or sensitive information with discretion and adherence to HIPPA and FERPA guidelines. Facilitates preparation of contracts/agreements and submits through contract management software program. Originates and process eForms for all Full-Time, Part-time and Student employees within the department. Other duties as assigned. 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. Accompanying Knowledge, Skills, Abilities and Competencies Ethical; Able to maintain confidential information. Detailed knowledge of and demonstrated expertise in the use of Microsoft Office applications including Word, Excel, Power Point, and Outlook. Excellent written and verbal communication skills to relay complex information with accuracy and diplomacy. Ability to maintain organized records. Demonstrated ability to write analytical and administrative reports and correspondence, which are clear, concise, logical, and appropriate for a variety of audiences. Demonstrated skill in organizing material, information, and people in a systematic way to optimize efficiency and minimize duplication of effort. Ability to work as part of a team. High attention to detail. About The University of Texas at Tyler and UT Tyler Health Science Center 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.Providing exceptional patient care, comprehensive education and innovative research, The University of Texas at Tyler Health Science Center and UT Health East Texas combine to serve as the university medical center for Northeast Texas and beyond. For more information, please visithttps://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. For more information regarding benefits offered by UT Tyler, please visit https://www.uttyler.edu/offices/human-resources/employees/benefits.Clinical Position Requirements Clinical positions may be required to complete a pre-employment health screening, following a contingent job offer, to determine whether they possess the physical capabilities needed to safely fulfill the specific demands of the position. Additionally, clinical positions require compliance with the University’s Vaccine Preventable Disease Policy.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/psc/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_SCHJOB_FL&Action=U jeid-28cb9705f6164a4f9fed00433cd14ce1 Source ⇲ To apply, please visit the following URL: