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Senior Administrative Associate

Job Description

Senior Administrative Associate

Purpose

Serve as primary Receptionist and Office Manager. Provide dependable, high-level administrative support to the Provost Office. Serve as assistant to the Chief of Staff and provide support to the Assistant to the Provost. Manage calendar for the SVP for Resource Management. Serve as conference room coordinator.

Essential Functions

Perform administrative duties with a high level of organization and attention to detail. Respond to requests from Provost's Office staff promptly and thoroughly and maintain professionalism while fielding interruptions. Greet visitors and provide refreshments, answer and route telephone calls. Review, log, and distribute incoming mail promptly and accurately. Facilitate routine Provost's Office paperwork and requests. Maintain the calendar and schedule for all conference rooms. Serve as office manager for provost's suite, to include contact for copier, telephone, and IT issues. Maintain copier supply inventory, submit work orders and invoices for payment. Monitor stock levels and process office supply orders. Office support duties include setting up for meetings and maintaining meeting rooms and shared spaces. Plan office social events. Serve as suite floor manager, including coordination of office renovations, furniture needs and repairs. Serve as assistant to the Chief of Staff, including calendar management, handling arrangements for official guests, and managing travel arrangements. Provide support to and serve as back-up to the Assistant to the Provost. Manage the calendar for the Senior Vice Provost for Resource Management. Assist with personnel transitions, including off-boarding and on-boarding activities related to office manager position. Coordinate student employees including hiring, training, and supervising students. Post student positions online, submit student hiring information, and communicate policies and procedures to students clearly and effectively. Organize student orientations, student appreciation events, and student-supervisor meetings. Serve as back-up for all Senior Vice Provost's calendars and provide administrative support to the communications team including event coordination, as needed.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at the Administrative Assistant level. Proficiency in Microsoft Word, Excel, database programs, and electronic calendar and email systems. Attention to detail and accuracy. Record of regular and punctual attendance. Demonstrated ability to multi-task and handle interruptions and accomplish tasks in a timely manner. Ability to adapt to change and maintain flexibility. Demonstrated ability to minimize the workload for others. Experience providing administrative support with discretion, diplomacy, integrity, and confidentiality. Demonstrated ability to receive direction, cooperate with supervisor and co-workers, and perform work independently. Proven interpersonal skills, including the ability to maintain excellent professional relationships and proven interpersonal skills. Professional dress and demeanor. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Proficiency in Outlook. Experience at UT Austin in an academic department.

Working conditions

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

Source

Senior Administrative Associate
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