Administrative Assistant II

Job Summary The Administrative Assistant II performs a wide variety of administrative business functions in support of Residential Life and its approximately 25 full-time and 175 student staff, including payroll, human resources, budgeting, procurement, employee reimbursements, account reconciliations, travel coordination and internal reporting. The position serves as the primary administrative liaison with UT Dallas Human Resources, Payroll, Purchasing, Travel, and financial offices for assigned transactions, using systems such as PeopleSoft, OneCard, and Concur. Minimum Education and Experience 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 Other Qualifications To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position. Essential Duties and Responsibilities Human Resources Liaison Initiate employee payroll requests. Review and process timekeeping records for staff in assigned area, verify accuracy and report issues to supervisors. Administer time collection and reporting. Track and report employee compensatory time. Prepare and submit new hire and separation paperwork. Coordinate onboarding and offboarding of employees. Process student hiring, onboarding and payroll setup during seasonal hiring peaks (late spring and late fall) while maintaining timekeeping and payroll deadlines. Purchasing Set up and track purchase orders. Communicate with outside vendors. Arrange invoice payments. Track and reconcile OneCard usage. Ensure compliance with University purchasing policies. Manage and track office supplies and inventory. Financial Management Prepare and reconcile assigned cost center accounts, identify discrepancies, and route unresolved items to appropriate director. Prepare financial transactions and route for approval. Track expenditures and prepare budget-to-actual reports for review by designated cost center owners. General Duties Collaborate on housing events and projects and assist Residential Life with administrative functions. Maintain spreadsheets and handle confidential employee information and FERPA-protected student information. Provide weekly, monthly and quarterly reports as necessary. Manage small projects as needed. Help develop, document, streamline and deliver business processes. Interpret and apply University policies and comply with applicable laws. Prepare and issue occupancy verification letters and documentation requested by students and outside parties, using confirmed occupancy records from StarRez. Provide limited backup support for Housing Administration customer service functions, including responding to routine inquiries and using StarRez to verify housing information. Travel Coordination Coordinate departmental travel arrangements, authorizations, registrations, reimbursements, and related documentation in accordance with University policies. Physical Demands and Working Conditions Physical Activities Working Conditions Additional Information Remote Work Notice: This role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval . Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice. A UT Dallas Remote Work Agreement will be required within 14 days after approval. 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 BCBS PPO Medical Insurance Options – includi…

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