Administrative Assistant III

Required Application Materials

A single PDF or Word document containing a resume, letter of interest, and a list of the names and contact information for three (3) professional references is required to apply.

Important Instructions:

When prompted to upload your “resume”, upload your combined documents as one file.

• Please do not upload documents to “Cover Letter” or “References”.

If the required application materials were not uploaded at the “resume” prompt, please withdraw your application, and re-apply to upload your combined documents as one file.

Job Summary

The Administrative Assistant III provides comprehensive administrative and clerical support to the Department of Academic Success, assisting professional staff in managing the daily operations of the Department of Academic Success. This position requires an understanding of complex processes, data, and departmental operations, and is responsible for: coordinating routine office functions; preparing and maintaining documents and databases; processing financial, procurement, and HR documents; arranging meetings and special events; and serving as a primary point of contact for students, faculty, staff, and external partners. The position will be responsible for hiring and overseeing student workers to support departmental functions. The Administrative Assistant III also updates the AVP on critical issues, responds to requests for information, and reviews and updates administrative procedures to ensure efficiency and accuracy.

Major Responsibilities/Duties/Critical Tasks

• Provides front line support and assistance for areas including Academic Success, Advising, Student Accessibility and Resources (SAR) and Testing Center, Military & Veterans Affairs, and UT Tyler Online.
• Provides budget and financial services support for unit areas and acts as a member of the administrative support team to complete the following: manage office accounts (reimbursements, purchasing, preliminary contract review, travel spending, etc.), maintain office computer/software inventory, accurately maintain staff personnel leave adjustments, and process accounts receivable.
• Processes documentation, paperwork and eForms for employee positions and maintains personnel records. Executes an effective system of internal controls concerning records retention and develops and updates retention schedules and a manual of operating procedures for records retention, storage, and destruction. Serves as departmental RMC (Records Management Coordinator). Maintains departmental Key Auditing Records.
• Supports program goals and events for units in the division by participating in training, tabling, advertising, promoting, etc., as necessary, and assists all areas of the division with coordination of training, programs, and events as requested by supervisor.
• Provides front reception quality customer service, promotes a calm, welcoming environment for students with disabilities; oversees scheduling of disability student appointments.
• Manage scheduling and calendar coordination, assist with meeting logistics, and arrange travel as needed.
• Process purchase requests, invoices, reimbursements, supply orders, and eForms for full-time, part time, and student employees in compliance with university procedures.
• Perform data entry and maintain accurate records in PeopleSoft and other university systems; assist with departmental reporting, assessments, and financial documentation.
• Support departmental initiatives, events, workshops, and special projects through planning, logistics, execution, and evaluation.
• Other duties as assigned.

Required Education/Experience

• Bachelor’s degree with 2 years upper-level secretarial experience or an equivalent combination of education and experience.
• Basic knowledge of Americans with Disabilities Act (AA, 2008) and ability to work comfortably with individuals with disabilities.

Preferred Education / Experience

• Bachelor’s degree in business administration, education, or a related field.
• Experience with university systems such as PeopleSoft or similar enterprise resource platforms.
• Demonstrated experience supporting financial processes, reporting, or HR-related functions.
• Event or project coordination experience in a professional environment.

Accompanying Knowledge, Skills, Abilities and Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and adapt to interruptions or changing environments.
• Excellent customer service and interpersonal skills, both in person and over the phone.
• Professional verbal and written communication skills.
• Ability to work independently and collaboratively in a fast-paced office environment.
• Knowledge of and ability to operate standard office equipment.
• High ethical standards with the ability to maintain confidentiality and handle sensitive information with discretion.

About The University of Texas at Tyler

The University of Texas at Tyler is part of the prestigious University of Texas System that includes 14 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges.

Designated an R2 research institution by the Carnegie Classification of Institutions of Higher Education, UT Tyler supports our surrounding region through innovation intended to uplift communities, spearhead sustainability initiatives, preserve ecosystems and support entrepreneurship. UT Tyler has the highest Carnegie classification in East Texas.

Our beautiful Tyler campus features more than 200 acres nestled along a lake and surrounded by thick pine and oak forests, providing a picturesque location for study and recreation. We also offer instructional sites at The University of Texas Health Science Center at Tyler and in Palestine, Longview, and Houston.

With more than 80 bachelor's, master's and doctoral degree programs offered, UT Tyler provides a wealth of learning opportunities and dynamic programs.

For more information, please visit https://www.uttyler.edu/about/.

Additional Information

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

For more information regarding benefits offered by UT Tyler, please visit https://www.uttyler.edu/offices/human-resources/employees/benefits.

EEO Statement

The University of Texas at Tyler is an Equal Employment Opportunity Employer.