The University of Texas at Austin
Administrative Associate, Department of Civil, Architectural and Environmental E
The University of Texas at Austin, Austin, Texas, us, 78716
Administrative Associate, Department of Civil, Architectural and Environmental Engineering
Join to apply for the Administrative Associate, Department of Civil, Architectural and Environmental Engineering role at The University of Texas at Austin
Purpose To provide advance administrative skills in the daily operations of the Department of Civil, Architectural and Environmental Engineering. Provide a high level of customer service support for CAEE faculty students, and staff.
Responsibilities
Front Office:
First point of contact for CAEE visitors. Answer department main line and direct calls to other offices or staff, greet the public. Provide information and resources to faculty, students, staff, and guests. Distribute and order parking passes for official visitors.
Serve as the primary shipping and receiving staff member for the department, including sort incoming mail. Collect and distribute department campus mail, US mail, and shipping carrier packages, create shipping or receive deliveries for shipping carriers. Make department-related deliveries or pick-ups on UT campus when needed.
Responsible for office supply inventory as well as upkeep and maintenance of the reception and kitchen area. This includes keeping all public areas tidy and free of clutter, organization of departmental storage spaces, and resetting meeting rooms after department meetings.
Submit shredding service requests and copy machine maintenance.
In collaboration with Events Program Coordinator, manage student workers, including delegating duties/tasks/projects in accordance with department priorities.
Collaborate with Building manager on notifying about work orders needed to correct any deficiencies in the spaces, as well as coordinate lost and found items.
Assist faculty and staff with printing and copy requests. Scanning and archiving of departmental records. Assist faculty with printing exams and distribute them to students.
Manage room reservations for department-controlled rooms. Included but not limited to student group meetings, faculty meetings, faculty events, seminars, staff meetings.
Order and distribute parking passes for official visitors.
Check out keys for locked department rooms, including seminar rooms.
Monitor the CAEE email inbox, respond to inquiries, and provide guidance to CAEE faculty, staff, and students related to administrative process.
Event and Meeting Support:
Provide administrative and logistical support for events, including but not limited to CAEE annual tailgate, graduate research poster sessions, faculty recruitment visits, and other various department events.
Place orders for catered faculty lunches, coffee bar supplies, as well as drinks and snacks for student organizations and/or department meetings.
Special Projects and Initiatives Support:
Provide administrative and clerical support to the Department Chair and Director for special projects and initiatives. Under supervision of Director execute Faculty Affairs processes related to Reviews (Annual, Post Tenure, 3rd Year). Create and monitor UT Box folders for 54 faculty for annual reports.
Collaborate with Department director on annual endowment letters. Making sure all are received and send on time.
Manage department chair's calendar. Schedule appointments and meetings; assemble appropriate reference materials for meetings; reserve conference rooms, virtual conference setting, and phone lines, and handle all other necessary logistical details.
Coordinate small meeting functions; respond to requests for meetings; manage complex schedules and working with others to coordinate meeting requests in an often rapidly changing environment. Update Outlook room calendars with department meetings. Send calendar invitations.
Required Qualifications
High school diploma or GED and at least five years of experience
Bachelor’s degree and at least one year of clerical experience
Customer service, or related experience.
Proficiency with Microsoft Office programs
Outstanding organizational skills, attentiveness to detail, and time-management skills
Demonstrated ability and willingness to work as a team member and independently
Ability to effectively manage a high volume of work
Punctuality and professional demeanor
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Excellent verbal and written communication skills.
Experience working in an academic environment
Experience with University of Texas policies, procedures and administrative systems.
Salary Range $45,000 + depending on qualifications
Working Conditions
May work around standard office conditions.
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Lift and move standard office files and supplies.
Work Shift
Standard work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m.
Work outside of normal business hours may be required on an occasional basis during peak periods.
Required Materials
Resume/CV
Letter of interest
3 work references with their contact information; at least one reference should be from a supervisor
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.
Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
Retirement Plan Eligibility: 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.
Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position.
Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
E-Verify Poster (English and Spanish) [PDF]
Right to Work Poster (English) [PDF]
Right to Work Poster (Spanish) [PDF]
Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Seniority level Not Applicable
Employment type Full-time
Job function Administrative
Industries Higher Education
#J-18808-Ljbffr
Purpose To provide advance administrative skills in the daily operations of the Department of Civil, Architectural and Environmental Engineering. Provide a high level of customer service support for CAEE faculty students, and staff.
Responsibilities
Front Office:
First point of contact for CAEE visitors. Answer department main line and direct calls to other offices or staff, greet the public. Provide information and resources to faculty, students, staff, and guests. Distribute and order parking passes for official visitors.
Serve as the primary shipping and receiving staff member for the department, including sort incoming mail. Collect and distribute department campus mail, US mail, and shipping carrier packages, create shipping or receive deliveries for shipping carriers. Make department-related deliveries or pick-ups on UT campus when needed.
Responsible for office supply inventory as well as upkeep and maintenance of the reception and kitchen area. This includes keeping all public areas tidy and free of clutter, organization of departmental storage spaces, and resetting meeting rooms after department meetings.
Submit shredding service requests and copy machine maintenance.
In collaboration with Events Program Coordinator, manage student workers, including delegating duties/tasks/projects in accordance with department priorities.
Collaborate with Building manager on notifying about work orders needed to correct any deficiencies in the spaces, as well as coordinate lost and found items.
Assist faculty and staff with printing and copy requests. Scanning and archiving of departmental records. Assist faculty with printing exams and distribute them to students.
Manage room reservations for department-controlled rooms. Included but not limited to student group meetings, faculty meetings, faculty events, seminars, staff meetings.
Order and distribute parking passes for official visitors.
Check out keys for locked department rooms, including seminar rooms.
Monitor the CAEE email inbox, respond to inquiries, and provide guidance to CAEE faculty, staff, and students related to administrative process.
Event and Meeting Support:
Provide administrative and logistical support for events, including but not limited to CAEE annual tailgate, graduate research poster sessions, faculty recruitment visits, and other various department events.
Place orders for catered faculty lunches, coffee bar supplies, as well as drinks and snacks for student organizations and/or department meetings.
Special Projects and Initiatives Support:
Provide administrative and clerical support to the Department Chair and Director for special projects and initiatives. Under supervision of Director execute Faculty Affairs processes related to Reviews (Annual, Post Tenure, 3rd Year). Create and monitor UT Box folders for 54 faculty for annual reports.
Collaborate with Department director on annual endowment letters. Making sure all are received and send on time.
Manage department chair's calendar. Schedule appointments and meetings; assemble appropriate reference materials for meetings; reserve conference rooms, virtual conference setting, and phone lines, and handle all other necessary logistical details.
Coordinate small meeting functions; respond to requests for meetings; manage complex schedules and working with others to coordinate meeting requests in an often rapidly changing environment. Update Outlook room calendars with department meetings. Send calendar invitations.
Required Qualifications
High school diploma or GED and at least five years of experience
Bachelor’s degree and at least one year of clerical experience
Customer service, or related experience.
Proficiency with Microsoft Office programs
Outstanding organizational skills, attentiveness to detail, and time-management skills
Demonstrated ability and willingness to work as a team member and independently
Ability to effectively manage a high volume of work
Punctuality and professional demeanor
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Excellent verbal and written communication skills.
Experience working in an academic environment
Experience with University of Texas policies, procedures and administrative systems.
Salary Range $45,000 + depending on qualifications
Working Conditions
May work around standard office conditions.
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Lift and move standard office files and supplies.
Work Shift
Standard work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m.
Work outside of normal business hours may be required on an occasional basis during peak periods.
Required Materials
Resume/CV
Letter of interest
3 work references with their contact information; at least one reference should be from a supervisor
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.
Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
Retirement Plan Eligibility: 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.
Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position.
Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
E-Verify Poster (English and Spanish) [PDF]
Right to Work Poster (English) [PDF]
Right to Work Poster (Spanish) [PDF]
Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Seniority level Not Applicable
Employment type Full-time
Job function Administrative
Industries Higher Education
#J-18808-Ljbffr