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Administrative Associate more...
Location:Austin, TX
Company:The University of Texas at Austin
First posted:June 16, 2017
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Administrative Associate Hiring department Div of Housing & Food Monthly salary $2,750+ depending on qualifications Hours per week 40.00 Standard from 800AM to 500PM Posting number 17-06-16-01-9026 Job Status Open FLSA status Non-exempt Earliest Start Date 06/26/2017 Position Duration Funding expected to continue Position open to all applicants Location Austin (main campus) Number of vacancies 1 General Notes

Work hours are Monday thru Friday 8:00am to 5:00pm. Work days, hours and area may vary based upon the needs of Unit and the Division of Housing and Food Service. Candidate selected must provide proof of education and/or experience.

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

Under the supervision of the Assistant Director for Residence Life for the Jester Center Residence Halls, the Administrative Associate provides clerical and administrative support. This person is primarily responsible for the function and support of the Jester Center Area.

Essential Functions

1. Customer Service/Communication: Responsible for providing positive, diplomatic, and supportive customer service in the office in person, by phone, email or web postings, communicating with UT students and staff, and vendors. Provides information on University policies and procedures to residents. Responsible for keys, parking placards, and inventories. Maintains community room reservations. Oversees the work of part-time customer service student staff. Collaborates with area office staff. 2. Administrative: Support check-ins for residents and staff, responsible for maintaining database of check-in and check-out info, preparing and distributing move-in and move-out materials. Responsible for uploading of resident documents. Maintains inventories, updates and balances RHPT, Student Learning and Development, and Jester operational and programing budgets. Trained on clerical and accounting duties and reconciles purchases on a regular basis. Assist with Residence Life committees. 3. Maintenance Requests: Responsible for processing maintenance requests into work orders, including coordination of requests for pest control, laundry and internet service with outside vendors. Coordinate Fire, Life, and Safety Inspection efforts and track information related to violations. 4. Publications/correspondence: Responsible for updating the web page, including monitoring the Residence Life Manual and New Resident Orientation, submitting recommended written revisions to the Assistant Director. Ability to write official, professional correspondence and reports, assist with bench-marking research, etc. Responsible for administration of on-line customer service survey. Review online programming proposals for accuracy. 5. Diversity/Professional Development: Works in a diverse environment. Encourages and supports division and department diversity initiatives. Promotes professional development of self and all staff to improve knowledge and work skills through ongoing training and workshops. Helps create an inclusive and welcoming work environment. Works as a team member in a diverse environment, encourages and promotes diversity. 6. Performs other duties as assigned by the Assistant Director. Punctual, schedules time off for vacation or sick leave per University policies. Attends a bi-weekly Residence Life all staff meeting. Collaborates with area office staff to create an efficient and professional work environment.

Marginal/Incidental functions

Other related functions as assigned.

Licenses: Class "C" Operator's Driver's License. Applicant selected must provide a current three year Driving Record from the current state of residence. If not currently a Texas resident, must obtain a Texas Driver's License within 30 days after entering Texas as a new resident.

Required qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience of at the Administrative Assistant level. Ability to compose professional correspondence and communications. Proficient with MS Office programs. Experience in budget preparation and maintenance. Experience assisting or providing customer service to students, customers, or vendors. Professional demeanor. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience answering a multi-line telephone. Experience maintaining office inventory. Experience performing data entry. Experience in a university setting. Experience using a web browser. Demonstrated knowledge of functions in Department of Housing and Food Service. Demonstrated knowledge of UT's DEFINE System such as ARTS/HRTS and DHFS Maintenance Request system/FAMIS. Experience with StarRez software. Experience creating work forms. Excellent writing ability, managerial and scheduling experience. Capability of working without direct supervision in a multi-tasking environment. Excellent interpersonal communication skills. Licenses: Class "C" Operator's Driver's License. Applicant selected must provide a current three year Driving Record from the current state of residence. If not currently a Texas resident, must obtain a Texas Driver's License within 30 days after entering Texas as a new resident.

Working conditions

May work in all weather conditions May work in extreme temperatures May work around chemical fumes May work around standard office conditions May work around biohazards May work around chemicals May work around electrical and mechanical hazards Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Lifting and moving

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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