Executive Assistant for Intercollegiate Athletics
The University of Texas at Arlington

Job Info

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Posting Number:

S05834P

Position Title:

Executive Assistant for Intercollegiate Athletics

UTSystem Title:

EXECUTIVE ASSISTANT

Department:

Athletics

Location:

Arlington

Job Family:

Athletics

Position Status:

Full-time

Work Hours:

Standard

Work Schedule:

• Monday through Friday
• 8:00 a.m. to 5:00 p.m.
• This position will require occasional nights and weekends as needed.

Open to:

External and Internal

Salary:

Salary is commensurate based on qualifications and relevant experience

Duration:

Funding expected to continue

Pay Basis:

Monthly

Benefits Eligible:

Yes

Benefits at UTA:

We are proud to offer a comprehensive benefits package to all our employees at the University.
https://www.uta.edu/hr/employee-benefits

To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:
https://resources.uta.edu/hr/services/records/compensation-tools.php

University Information:

The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 "Very High Research Activity" institution. UTA ranks No. 4 nationally in Military Times' annual "Best for Vets: Colleges" list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA's $22.2 billion annual economic impact on Texas.

Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100. The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

Job Summary:

Provide strategic support to Intercollegiate Athletics - overseeing the hiring process, employee transitions, and contract management. Serve as a key resource for HR inquiries, ensures compliance with university policies, and support Executive Staff with planning and executing department-wide initiatives. Manage office operations to enhance overall efficiency and organizational effectiveness.

Essential Duties and Responsibilities:

• Assist in the hiring process for the Intercollegiate Athletics Office including submitting Hiring Committee requests, posting new positions, preparing required new hire paperwork, criminal background checks, other necessary documentation for a smooth start of employment. Prepare eForms as needed.
• Prepare separation paperwork for resigning or retiring employees who report to the Intercollegiate Athletics Office.
• Act as the Athletics Department liaison for general human resources inquiries, aiding with time management software, absence management, benefits information, and referring to Talent, Culture, and Engagement partners as needed.
• Manage and coordinate the calendar for the Athletics Director and Executive Staff including scheduling meetings, taking minutes, and arranging travel. Answer calls, welcome visitors, make appointments, provide information as needed, and act as a liaison for the Athletics Director.
• Assist in employment contract processes including facilitating signatures and disseminating completed documents. Track and process required payments based on employment contract language.
• Manage onboarding and offboarding processes for all employees including, but not limited to: full-time, part-time, casual, and student.
• Manage project and event deadlines and communications for the Intercollegiate Athletics office. Coordinate catering, meeting logistics and agendas for events, staff meetings and luncheons.
• Support the development and implementation of the department's strategic plan, establishing and executing department-wide priorities, and setting short-and long-term goals. 8. Serve as the expert on records retention, ensuring compliance with university policies. Submit office supply orders, key access management, and maintenance requests as needed.
• Interpret administrative decisions and policies and procedures which require a thorough understanding of the function and policies of the university.
• Perform other duties as assigned.

Minimum Qualifications:

• Bachelor's degree with five (5) years relevant experience, or any equivalent combination of education, training, and experience.

Preferred Qualifications:

• Master's degree with two (2) years human resources experience.

Knowledge, Skills and Abilities:

• Thorough knowledge of Microsoft Office Suite and Adobe Acrobat Pro.
• Excellent written and verbal communication with attention to detail.
• Proven ability to handle confidential information with discretion and professionalism.
• Skilled in problem-solving and adapting to evolving priorities in a fast-paced environment.
• Excellent organizational skills and strong ability to manage time effectively.
• Ability to collaborate effectively and foster strong relationships with staff, leadership, and university partners.

Working Conditions:

CBC Requirement:

It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

EEO Statement:

It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University's compliance with this policy.

ADA Accommodations:

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email ADADocs@uta.edu.

Number of Vacancies:

1

Minimum Number of References Required:

3

Special Instructions to Applicants:

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

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