Administrative Assistant I or Administrative Assistant II

Posting Details
Posting Details

Posting Number
S05970P

Position Title
Administrative Assistant I or Administrative Assistant II

Functional Title

Department
Callier Ctr Communication

Salary Range
$36,872 - $53,000, Depending on Experience

Pay Basis
Monthly

Position Status
Regular full-time

Location
Dallas

Position End Date (if temporary)

Posting Open Date
09/26/2024

Posting Close Date

Open Until Filled
Yes

Desired Start Date
10/14/2024

Job Summary
Under the direction of the clinical directors, provide administrative support for the Callier Clinical divisions of speech-language pathology and audiology in the areas of account reconciliation; ordering of supplies; maintaining clinician schedule templates; and mailing information and shipping of equipment to patients.
Other duties as assigned.

Administrative Assistant, I position information:
FLSA Status: Non-exempt
Salary Grade: 08
Salary Range: $36,872 to $43,000 depending on experience

Administrative Assistant II, position information:
FLSA Status: Non-exempt
Salary Grade: 09
Salary Range: $39,621 to $53,000 depending on experience

Minimum Education and Experience
Administrative Assistant I:
Bachelor's degree and two years office administration or project management experience or an equivalent combination of education and experience.

Administrative Assistant II:
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.

Preferred Education and Experience
Preferred Education and Experience

Administrative Assistant I:
Bachelor's degree and three years of office administration or project management experience in a medical/clinical setting.

• Strong organizational and computer skills
• Possess strong interpersonal communication skills (verbal and written)
• Must be able to work independently and as part of a team
• Adept at using Microsoft (Excel, Word, Outlook, Teams) and Adobe.

Administrative Assistant II:

• Includes Administrative I preferred education and experience
• Six years of office administration or project management experience in a medical/clinical setting including two years at an Administrative Assistant 1 level.
• A background in Peoplesoft and eProcurement is strongly desired.

Essential Duties and Responsibilities
Assure compliance with university policies and procedures, particularly related to travel, and procurement.

Administrative Assistant I

• Initiate all purchase orders
• Manage supply inventory
• Organize and maintain closets including restocking shelves for new orders
• Track all purchases and expenditures for the department
• Provide monthly reconciled budgets to the Callier Business Dept
• Tracks and manages One Card accounts
• Assist with travel arrangements for clinicians
• Set up new vendors for payment
• Submit work requests as directed
• Reconcile cost center accounts
• Asset inventory of equipment
• Request access, keys, and identification for new employees
• Manage audiology marketplace account
• Post-student employment positions
• Maintains templates for appointment schedules of audiologists and speech-language pathologists
• Enters time information for clinical employees in the University timekeeping system;
• Assists with enrollment in summer camp programs (sends out and tracks documents and payment)
• Makes follow-up phone calls to patients or vendors when necessary
• Scheduling of some clinical appointments for specific appointments in the cochlear implant program
• Tracks scheduling for follow-up appointments for the cochlear implant program
• Process shipping of clinical equipment to patients
• Organizing and tracking the credentialing of speech pathologists and audiologists.
• Other duties as assigned.

Administrative Assistant II
In addition to Administrative Assistant I essential duties & responsibilities, the AA II position will independently handle the following:

• Complex travel arrangements and reimbursements
• Complex purchasing requests
• Interpret administrative policies and regulations to faculty, staff, and students
• Exercise initiative and judgment over non-routine administrative tasks
• Reconcile purchases;
• Maintain spreadsheets for gift funds
• Maintain spreadsheets for hearing technology tracking
• Insurance verification and documentation in scheduling system.

Physical Demands and Working Conditions

Physical Activities
Sedentary, Light, Sitting, Talking, Hearing

Working Conditions
Other - Typical Clinical Office Environment, many people may pass by in hall going in and out of appointments, environment is occasionally noisy

Additional Information
Work Notice:
Work will be performed on-site and in person.

What We Can Offer
UT Dallas is an Equal Opportunity Employer. We offer an employee-friendly work environment with a comprehensive benefits package including:
Competitive Salary
Tuition Benefits
Internal Training
Medical insurance - including 100% paid employee medical coverage for full-time employees
Dental Insurance
Vision Insurance
Long and short-term disability
Retirement Plan Options
Paid time off
Paid Holidays All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.

Visit https://hr.utdallas.edu/employees/benefits/ for more information.

About Us
UT Dallas is a top public research university located in one of the nation's fastest-growing metropolitan regions. Our seven schools offer more than 140 undergraduate and graduate programs, plus professional certificates and fast-track programs. Our student body is 31,000 strong, reflecting students from over 100 countries and a multiplicity of identities and experiences. UT Dallas is committed to graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world.

The University has a variety of programs and initiatives to support engagement and success for all members of the campus community. Employee benefits include a range of physical and mental wellness resources. "LilyPad" lactation facilities are located throughout the campus. There are several employee resource groups (ERGs) comprised of individuals who share common interests in helping build community among UT Dallas faculty and staff (e.g., Universal Access ERG , Military and Veteran ERG , UT Dallas Young Professionals).

Rich with visual and performing arts venues, museum districts, professional and semi-professional athletics teams, botanical gardens, accessible trails and so much more, the Dallas-Fort Worth ( DFW ) metroplex has something for everyone to explore. UT Dallas partners with regional higher education institutions and school districts and with the Richardson Innovation Quarter (Richardson IQ), a major hub for innovation, entrepreneurship, and educational activities.

Special Instructions Summary

Important Message
1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.

2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. EOE , including disability/veterans. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator . For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator .