Administrative Associate

University of Texas at Austin - Austin, TX (30+ days ago)4.3

Provide executive level administrative support for the College of Pharmacy Dean's Office by maintaining outer reception area, supporting college operations, and assisting with HR processes at the Dean's Office level.

Essential Functions
Greet and direct official Dean's office visitors. Answer phones and direct calls appropriately. Coordinate parking permits for faculty, guests, staff, and visitors. Coordinate meeting logistics, to include ordering meals and refreshments for delivery or pick up, and event set-up. Complete Official Occasion Expense forms for the Deans events. Log and track Official Occasion Expense forms and other documents submitted to the Deans Office for review. Receive and appropriately route key requests and building access requests. Assist with emergency and security protocols. Receive and review export control documents, and assist with coordinating travel. Receive and upload Faculty Annual Evaluations into UT Box. Assist with on-boarding faculty, staff, and students, to include I-9s, biographical forms, background checks, time-sheets, and hourly payroll. Assist with monitoring and updating college website. Review room requests, provide timely response, and update room calendars. Assist with college-wide events. Assist with work orders as requested. Proof and edit documents as needed. Order supplies and schedule equipment repairs as needed.

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, three years of administrative experience in an academic setting. One year experience performing complex administrative functions. Regular and punctual attendance is required. Demonstrated ability to maintain confidentiality. Experience arranging travel and coordinating meetings. Demonstrated proficiency using spreadsheets and word processing including Microsoft Word and Excel. Ability to be resourceful and communicate effectively with diverse groups and work well with the public, faculty, staff, students and university administration. Professional demeanor and appropriate dress attire. Ability to work under pressure of deadlines with overlapping projects. Display strong organizational and detail-oriented skills, with the ability to multi-task. Equivalent combination of relevant education and experience may be substituted as appropriate.

Skills scores
Spelling (score on file)
Typing (score on file)
Preferred Qualifications
More than three years experience assisting with administrative functions as detailed in required qualifications. Experience with UT Austin administrative processes, on-boarding employees, including DEFINE.

Working conditions
May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Climbing of ladders Lifting and moving Work in an open office space.

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