Administrative Assistant II; JSOM

Administrative Assistant II (JSOM)

Position Title:

Administrative Assistant II (JSOM) in the Finance area of the Jindal School of Management.

The Administrative Assistant II provides advanced administrative and academic support to faculty members, part‑time lecturers, and PhD students within the Finance area of the Jindal School of Management (JSOM). This role assists in the planning and execution of departmental and program events, including conferences, competitions, meetings, workshops, and mixers.

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.

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.

• Coordinate domestic and international travel arrangements, including cost estimation and submission of travel authorizations in accordance with university policies.
• Review receipts, calculate expenses, and complete expense reports for business and travel reimbursements.
• Process purchases of office supplies, books, data, and software, obtaining pre‑approval as required and ensuring compliance with university procurement policies.
• Perform monthly financial account reconciliations for faculty research accounts and multiple program and departmental cost centers.
• Complete monthly One Card reporting and reconciliation.
• Monitor and track cost center balances and provide regular updates on available funds.
• Maintain department expense tracking spreadsheets.
• Assist with the preparation of annual department, program, and conference budget requests.

• Coordinate travel and logistics for guest speakers participating in the Fall and Spring Finance Seminar Series.
• Coordinate travel and logistics for faculty candidates presenting in the Finance Recruiting Seminar.
• Provide support for weekly PhD Brownbag Seminars.
• Plan and coordinate all logistics for the annual two‑day Finance Conference, including:
  • Budget tracking and cost analysis.
  • Venue coordination and hotel room blocks.
  • Transportation, catering, and social events.
  • Keynote speaker arrangements and reimbursements.
  • PhD poster session travel grants.
  • Conference registration, website updates, and materials (handouts, name badges, etc.).
  • Submission of event forms, work orders, and parking requests.
• Assist with the annual Finance Hackathon, including room reservations, event documentation, promotional purchases, and processing awards and scholarships.

• Provide operational support for the Professional Program in Finance (PPF), including event coordination, catering, reimbursements, student travel, and scholarship processing.
• Support MS Cohort program events, including catering, event documentation, and reimbursements.
• Support MS Finance program events, including promotional items, supplies, and student travel arrangements.
• Assist with Part‑Time Lecturer onboarding, including workspace setup and access to facilities and systems.
• Provide administrative and financial support for PhD students, including budgeting, travel, purchasing, reimbursements, and coordination of job market and qualifying exam processes.

• Distribute department parking codes for visitors and maintain monthly usage records.
• Manage calendars and coordinate conference room reservations.
• Assist with Visiting Scholar onboarding, including J‑1 visa documentation and arrival logistics (office space, keys, system access).
• Participate in interviewing, training, and onboarding new employees as needed.
• Perform other duties as assigned.

No remarks provided.

Work will be performed on‑site and in person.

• Competitive Salary
• Tuition Benefits
• BCBS PPO Medical Insurance Options –…