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Administrative Assistant II #S04142P – University of Texas at Dallas

Come and be a part of UTD’s largest school where we are empowering future entrepreneurs and innovators to become community leaders and global-minded citizens!

Assists multiple faculty with business operations of the area. Answers questions, provides advice to faculty regarding university policies and procedures as well as relevant policies, local, state and federal laws and regulations pertaining to purchasing and ordering, travel and reimbursement, account reconciliation, and room/resource access. May assist faculty with communication to their students. May assist faculty with correspondence, editing of documents.

Assists faculty and department in using University procurement business practices including receiving quotes, appropriate means of purchasing supplies and equipment, and appropriate use of purchasing online vs. the eProcurement system. Periodically reviews encumbrances and Purchase orders to ensure payments have posted and encumbrances released for efficient use of funds.

Checks budgets, and initiates budget journals needed before purchases or travel arrangements are made.

Completes account reconciliation of monthly financial transactions in PeopleSoft to supporting documentation on faculty cost centers, identifies incorrect or missing charges and takes appropriate action. Notifies and updates faculty on a periodic basis regarding available funds in their cost centers.

Uses Excel spreadsheets, other MS Office suite of products, and Peoplesoft modules to manage budget and areas of responsibility.

Plan and execute events and meal planning for faculty and their guests, as well as provide support for Area and School meetings and events. May include making posters, emails, travel and hotel arrangements, meal planning, scheduling of visits, itineraries, reimbursements, parking, Uber, providing maps, and communication with guests. Makes conference room reservations for faculty events and meetings, for graduate student thesis proposals and defense, etc.
Provides advanced support for faculty and students in the Jindal School of Management in procurement, travel, reimbursements, account reconciliation functions and reporting. The employee will assist in managing budgets, arranging travel, purchasing materials, and maintaining records to be audit compliant. The employee will serve as the initial point of contact for inquiries.

Creates a positive workplace culture for faculty and staff. Participates, supports and engages in events supporting departmental, School and University mission, creating a positive educational environment for students. Functions as liaison to Procurement Management, Travel, Accounts Payable, University credit card administration, Accounting and Financial Reporting, Central Business Office, JSOM Dean’s Office, areas within the Office of Research, and other units on campus. Answers questions, provides advice to faculty regarding compliance with relevant university policies, local, state and federal laws and regulations.

The desired employee is detail oriented, possesses excellent customer service skills and is able to prioritize and complete tasks in a timely manner.
Bachelor’s degree and five years of office administration or project management experience including two years at an Administrative Assistant I level or an equivalent combination of education and experience.

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