Administrative Assistant II

Functional Title Administrative Assistant II - UTD Wind Center

Department

Department Mechanical Engineering

Salary Range

Salary Range Commensurate with experience up to $43,502/yr

Pay Basis

Pay Basis Monthly

Position Status

Position Status Regular full-time

Location

Position End Date (if temporary)

Position End Date (if temporary) 05/31/2026

Posting Open Date

Posting Open Date 04/23/2025

Posting Close Date

Open Until Filled Yes

Desired Start Date

Desired Start Date 05/12/2025

Job Summary

Key Responsibilities

Administrative Support

• Provide executive-level administrative support to the Center Director, including calendar management, meeting coordination, travel arrangements, correspondence preparation, and document management
• Support the Deputy Director and Educational Director with similar administrative functions
• Develop and maintain efficient filing systems and organizational processes
• Manage conference room scheduling and equipment security
• Maintain a comprehensive Center member database and facility work order requests
• Procure necessary equipment, services, and supplies for the Center following University policies
• Maintain a detailed inventory of office supplies, technology, and equipment
• Process internal and external billing for Center services
• Collaborate with Mechanical Engineering finance staff to produce monthly financial reports
• Manage and reconcile Center/Supervisor One Cards

• Serve as the central communication hub for the Center
• Plan and execute Center events, including securing venues, coordinating logistics, preparing materials, and on-site management
• Interface professionally with faculty, staff, students, departments, and external stakeholders

• Partner with HR staff to ensure accurate and timely processing of faculty, staff, and student appointments
• Exercise independent judgment in organizing complex processes spanning multiple units
• Maintain professional competency through ongoing professional development
• Perform other duties as assigned by Center leadership

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

Evidence of competence with Microsoft Office applications such as Word, Outlook, Teams and Excel, as well as Adobe Acrobat Pro is required.

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

This position serves as an administrative assistant to the Wind Center Director and provides reception services, scheduling appointments, coordination of meetings, and provides travel and procurement support. Will maintain supervisors calendar, prepare and proofread correspondence, reports, and other documents as required.

Physical Demands and Working Conditions

Physical Activities

Working Conditions

Additional Information

This position is on soft funds through 05/31/26 – an extension of the assignment is based upon availability of funds.

Remote Notice: After the probationary period, this role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. May be required to use personal computer and other standard office equipment. 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 with an employee-friendly and supportive work environment. Our comprehensive compensation and benefits package that is effective as of your hire date includes:

• Internal Training
• BCBS PPO Medical insurance – 100% paid for full-time employees
• PPO and DHMO Dental Insurance Plan –…