Overview
Project Coordinator/Administrative Assistant Jobs in Fresno, CA at Dale G. Mell & Associates
Job Summary
The Business Administrator will report to the Center Director and the Director of Business Operations. This role will provide advanced support in several areas, including procurement, travel arrangements, reimbursements, account reconciliation, human resources, payroll, time and labor functions, and event planning and coordination. The administrator will act as a liaison between the Jonsson School Departments and various campus offices, such as the Procurement Office, Budget Office, Human Resources, and Payroll. Additionally, the administrator will assist the administrative team in adhering to standard operating procedures and university policies.
Minimum Education and Experience
Bachelor’s degree; and
Three to five years of experience performing administrative duties with two of these years in a position with unit-wide scope; and
One to three years of supervisory experience; and
One to three years administrative experience in higher education.
An equivalent level of relevant education and experience may be considered.
Preferred Education and Experience
Demonstrated knowledge of applicable business practices, laws, rules, and regulations related to purchasing, payroll, and employment. Experience using PeopleSoft HCM and Procurement software or comparable ERP systems. Requires attention to detail, accuracy, and the ability to meet strict deadlines. Experience with event planning and execution is highly desired. Must have superior organizational skills and the ability to effectively multitask daily.
Proficiency in the Microsoft Office Suite and other relevant software is essential, along with a willingness and ability to learn new programs. The ideal candidate will be detail-oriented, accurate, and possess strong prioritization skills. Excellent verbal, written, and listening communication skills are also a requisite.
Essential Duties and Responsibilities
Responsibilities and tasks will be undertaken as needed, i.e., daily, weekly, monthly, quarterly/semesterly, or ad-hoc basis ensuring flexibility to meet evolving requirements
Administrative
Open and close the office daily. Traditional business hours M-F 8:00 am to 5:00 pm.
Provide direct administrative support to the Analog Center Director, including managing their meeting calendar, scheduling meetings, and sending daily reminders.
Provide administrative support to the Director of Business Operations, coordinating center operations, administrative tasks, and fiscal activities.
Answer phones, greet guests, manage general walk-ups, and direct inquiries to appropriate individuals.
Coordinate, disseminate, manage, and maintain all the fellowship, scholarship, and internship applications with posting and the review/selection/award process. (~ 1-2X per year)
Operations
Host, manage, set up, and tidy up weekly events.
Assist with planning major events and activities involved before, during, and after (1-2X per year)
Assist with annual reports (1X a year)
Purchasing
Utilize procurement software to prepare, review, submit, and receive purchase orders
Facilitate OneCard transactions when applicable/allowable for office needs (supplies, license renewals, invoices, etc.).
Process all purchasing, shipping, travel/business reimbursements, subaward invoices, processing receipts, etc.
Arrange domestic/international travel and all related logistics.
Process reimbursement of business and travel expenses.
Financial
Management of the monthly account reconciliation of cost centers
Management of the monthly OneCard reconciliation
Monthly and quarterly review of encumbrances and PO closeouts
Participation in fiscal-year-end closeout activities.
Check budgets and initiate sponsored project cost center adjustments, and inter- and intra-departmental transfers before purchases, travel arrangements, e-shipping, employment, and hiring requests.
Manage, maintain, and tracking of subaward invoices and payments.
Payroll and Time & Labor
Manage, maintain, and monitor postings, hiring, and onboarding for the center
Process semesterly payroll entries.
Manage, maintain, and track to ensure accurate payroll entries and adjustments, which may include multiple fund change transactions.
Create electronic position update requests, electronic personnel action requests, and employment check-outs for the center.
Enroll employees in the Time and Labor module of PeopleSoft (as needed) and generate related reports (monthly), including sending reminders for timesheet approvals (semi-monthly and monthly)
Run monthly payroll distribution queries and process corrections as needed.
Other Duties:
Process and review PEARL requests for building, keys, and computer access.
Review building and badge access on a semesterly basis.
Manage directory listings for employees for the center.
Schedule meetings and maintain the Analog Center’s conference room calendar.
Assist the Dean’s Office with the center’s inventory management
Assist with the annual records management and disposition
Disseminate communications to TxACE and similar announcements, i.e., internship and job opportunities.
Publish Analog Center events in Comet Calendars and the center’s webpage (monthly)
Collect quarterly updates of awards, conference papers, and journal publications to publish on the Analog Center’s webpage.
Collect and distribute mail daily.
Maintain office supply inventory and replenish as needed.
Maintain supplies and tidy up the center’s conference room, copy room, and breakroom.
Other Purchasing, Payroll, HR, Fiscal, and Operations related duties as assigned. May require some evening and/or weekend hours during major events. The role may require driving to local industry events in the DFW metroplex to assist with the agenda and manage poster session activities (~ 1X per year)
Physical Demands and Working Conditions
Physical Demands and Working Conditions
Work is performed in an office environment and requires the ability to operate office equipment, keyboards, printers, and filing cabinet systems.
Talk and hear in person and by telephone
Able to pick up mail and packages and deliver them to faculty or staff
Able to receive, set up, and put away office and breakroom supplies in designated storage areas
Physical Activities
Ability to lift packages or items to 15 lbs
Ability to push a cart for the preparation, set-up, putting away, and tidying up of the weekly lunch meetings
Ability to assist with the set-up of major event items, i.e., setting up/putting away poster easels and poster boards, registration materials, signs, etc., and tidying up after the event
Working Conditions
Sitting, standing, walking, bending, and reaching high or low to retrieve or put away items
On a few occasions, drive to/from local DFW to assist with events at industry locations, i.e., coordinate, set up, and tidy up after the event.
Physical Activities Working Conditions Additional Information
A remote work schedule is not available for this position.
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:
Competitive Salary
Tuition Benefits
Internal Training
BCBS PPO Medical insurance – 100% paid for full-time employees
PPO and DHMO Dental Insurance Plan – PPO plans include ortho benefits
Vision Insurance
Long and short-term disability
TRS Retirement Plan – defined benefit plan offering lifetime annuity upon retirement
Voluntary Retirement Plan Options – additional savings opportunities with Tax-Sheltered Annuity Plans and Deferred Compensation Plans
Dental/Vision/AD&D
Paid time off
Paid Holidays
Paid Winter Break
Fertility Benefits
All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.
Visit https://hr.utdallas.edu/employees/benefits/ for more information.
If you are looking for a rewarding career opportunity with great benefits? Look no further! Join our team!
Special Instructions Summary Important Message
1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.
2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.
Title: Project Coordinator/Administrative Assistant
Company: Dale G. Mell & Associates
Location: Fresno, CA
