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Administrative Assistant - Administrative Assistant with Receptionist Duties more...
Location:Austin, TX
Company:The University of Texas at Austin
First posted:June 13, 2017 (last updated 4 days 22 hours ago)
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Administrative Assistant - Administrative Assistant with Receptionist Duties Hiring department French and Italian Monthly salary $2,583+ depending on qualifications Hours per week 40.00 Standard from 800AM to 500PM Posting number 17-06-12-01-9020 Job Status Open FLSA status Non-exempt Earliest Start Date Immediately Position Duration Funding expected to continue Position open to all applicants Location Austin (main campus) Number of vacancies 1 General Notes

Employee must be punctual and reliable.

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information Purpose

Serve as first point of contact in a busy academic department, supplying information to internal and external customers, providing administrative support to faculty, and staff, maintaining the department web sites, social media and databases, and assisting with documents and records management.

Essential Functions

General receptionist duties - Answer telephones. Assist visitors. Sort and distribute mail. Send faxes. Maintain department bulletin boards. Monitor appearance and safety of public areas. Process work orders for repairs and janitorial services. Some aspects of these duties may be assigned to student workers with supervision by the administrative assistant. Document production and handling - Duplicate course materials, design, create, print or photocopy, and distribute newsletters, directories, flyers, posters, and programs for various departmental functions and special events. Some aspects of these duties may be assigned to student workers with supervision by the administrative assistant. Web functions - Maintenance of the departmental website. Assist faculty and graduate students with online textbook orders, course description entry and faculty web pages maintenance. Ongoing monitoring and updating of department social media sites. Some aspects of these duties may be assigned to student workers with supervision by the administrative assistant. Database functions - Assist with data entry and Mircrosoft Excel spreadsheets with department, faculty and graduate student information for production of the department directory, mailing lists, newsletters, report generation and administrative uses. Administrative support - Assist department staff, chair, and faculty with report generation, proofreading, letter or email distribution, accounting document production, travel arrangements, event coordination, and other essential functions as needed. Scanning and archiving personnel files and department records. Making arrangements for document disposal in accordance with UT and state regulations. Act as backup second approver on accounting, FRMS, HRMS documents and backup DPUser contact. Procurement and payments processing - Manage and order office supplies and equipment. Process prior approval and payment documents for purchases and services. Organize and maintain department storage areas. Assist in inventory management and reconciliation. Coordinate hiring, training, assisting, and monitoring student workers. Manage time sheet and payment process for student workers. First signer on hourly payroll documents. Assist with departmental event planning and organization. Create College of Liberal Arts Official Occasion Expense forms. Review and assign Travel Authorization Requests and Faculty Travel Grants. Provide faculty and non-employee visitors with travel planning assistance. Verify and assign accounts for faculty and staff requests for reimbursement documents. Undergraduate student services.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Required: High school graduation or GED. Required: Three years of clerical experience, including one year of experience at the Senior Office Assistant level. Excellent and demonstrated oral and written communication skills. Professional demeanor. Experience providing proactive, exceptional administrative assistance. Proficient using Microsoft Office. Ability to maintain punctual, dependable hours on a regular basis. Demonstrated organizational skills with a keen attention to detail. Equivalent combination of relevant education and experience may be substituted as appropriate.

Skills scores

  • Spelling (score on file)
  • Typing (score on file)

Preferred Qualifications

Preferred qualifications include: experience using UT mainframe and web applications Define, NRRECS, NRTTVR, FRMS, and HRMS; experience creating original publicity materials with Adobe Suite software, web design and publishing software; skilled in use of Microsoft Office applications; experience with web content management system and strong writing and proofreading skills.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation

A criminal history background check will be required for finalist(s) under consideration for this position.

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.

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.

If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification. Documents must be presented no later than the third day of employment. Failure to do so will result in dismissal.

UT Austin is a Tobacco-free Campus

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