Administrative Assistant I or II

Posting Details

Posting Details

Posting Number S07373P Position Title Administrative Assistant I or II Functional Title Department Callier Ctr Communication Salary Range $36,872 - $53,000, Depending on Experience Pay Basis Monthly Position Status Regular full-time Location Dallas Position End Date (if temporary) Posting Open Date 11/13/2026 Posting Close Date Open Until Filled Yes Desired Start Date 12/01/2026 Job Summary

Join the Callier Center for Communication Disorders and provide essential administrative and operational support to the Speech-Language Pathology and Audiology clinical teams. Under the direction of the clinical directors, this position helps keep daily clinical operations running smoothly by supporting account reconciliation, supply coordination, clinician scheduling, patient communications, and the shipment of clinical equipment.

Minimum Education and Experience

Administrative Assistant I:

Bachelor's degree and two years office administration or project management experience or an equivalent combination of education and experience.

Administrative Assistant II:

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

Preferred Education and Experience

Administrative Assistant I

• Bachelor's degree and three years of office administration or project management experience in a medical or clinical setting.
• Strong organizational and computer skills.
• Strong verbal and written interpersonal communication skills.
• Ability to work independently and collaboratively as part of a team.
• Proficiency with Microsoft Office applications, including Excel, Word, Outlook, and Teams, as well as Adobe.

Administrative Assistant II

• Includes all preferred education and experience listed for the Administrative Assistant I.
• Six years of office administration or project management experience in a medical or clinical setting, including two years of experience at the Administrative Assistant I level or equivalent.
• Experience with PeopleSoft and eProcurement is strongly preferred.

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

Administrative Assistant, I position information:

FLSA Status: Non-exempt

Salary Grade: 08

Salary Range: $36,872 to $43,000 depending on experience

Administrative Assistant II, position information:

FLSA Status: Non-exempt

Salary Grade: 09

Salary Range: $39,621 to $53,000 depending on experience

Essential Duties and Responsibilities

General

• Ensure compliance with university policies and procedures, particularly those related to travel, purchasing, and procurement.

Administrative Assistant I

• Initiate and process purchase orders.
• Manage clinical and office supply inventory, including organizing storage areas and restocking supplies.
• Track departmental purchases and expenditures.
• Prepare monthly reconciled budget information for the Callier Business Department.
• Track and manage One Card accounts and reconcile cost center accounts.
• Assist clinicians with travel arrangements and related documentation.
• Set up new vendors and process documentation for payment.
• Submit work requests as directed.
• Maintain asset inventory and equipment records.
• Request system access, keys, identification, and other necessary resources for new employees.
• Manage the Audiology Marketplace account.
• Post student employment positions.
• Maintain appointment schedule templates for audiologists and speech-language pathologists.
• Enter timekeeping information for clinical employees in the university timekeeping system.
• Assist with summer camp enrollment, including distributing and tracking required documentation and payments.
• Conduct follow-up with patients and vendors as needed.
• Coordinate shipping of clinical equipment to patients.
• Organize and track credentialing requirements for speech-language pathologists and audiologists.
• Coordinate administrative tasks for workshops and events held by the Audiology and Speech-Language Pathology departments.
• Perform other duties as assigned.

Administrative Assistant II

In addition to the essential duties and responsibilities of the Administrative Assistant I, the Administrative Assistant II independently performs the following:

• Coordinate complex travel arrangements and process related reimbursements.
• Manage complex purchasing and procurement requests.
• Interpret and communicate administrative policies, procedures, and regulations to faculty, staff, and students.
• Exercise independent judgment and initiative in handling non-routine administrative matters.
• Reconcile purchases and resolve discrepancies as needed.
• Maintain and reconcile spreadsheets for gift funds.
• Maintain tracking spreadsheets and records for hearing technology.
• Complete insurance verification and maintain required documentation in the scheduling system.

Physical Demands and Working Conditions Physical Activities Working Conditions Additional Information

This is an on-site, in-person position supporting both Callier Center locations. The position will primarily work at the Dallas location, 1966 Inwood Rd., Dallas, TX 75235, four days per week and at the Richardson location, 2895 Facilities Way, Richardson, TX 75080, one day per week. Occasional additional work at the Richardson location may be required for special events.

What We Can Offer

UT Dallas is an Equal Opportunity Employer. We offer an employee-friendly work environment with a comprehensive benefits package including:

• Competitive Salary
• Tuition Benefits
• BCBS PPO Medical Insurance Options - including 100% paid employee medical coverage for full-time employees
• AD&D Insurance
• Dental & Vision Plan Options
• Optional Long and Short-term Disability
• TRS Retirement Plan
• Fertility Benefits
• Paid time off

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.

About Us

UT Dallas is a top public research university located in one of the nation's fastest-growing metropolitan regions. Our seven schools offer more than 140 undergraduate and graduate programs, plus professional certificates and fast-track programs. Our student body is 31,000 strong, reflecting students from over 100 countries and a multiplicity of identities and experiences. UT Dallas is committed to graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world.

Rich with visual and performing arts venues, museum districts, professional and semi-professional athletics teams, botanical gardens, accessible trails and so much more, the Dallas-Fort Worth (DFW) metroplex has something for everyone to explore. UT Dallas partners with regional higher education institutions and school districts and with the Richardson Innovation Quarter (Richardson IQ), a major hub for innovation, entrepreneurship, and educational activities.

Let us be your employer of choice! #WHOOSH

Special Instructions Summary

This is an on-site, in-person position supporting both Callier Center locations. The position will primarily work at the Dallas location, 1966 Inwood Rd., Dallas, TX 75235, four days per week and at the Richardson location, 2895 Facilities Way, Richardson, TX 75080, one day per week. Occasional additional work at the Richardson location may be required for special events.

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Veteran Employment Preference - Form DD-214