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Senior Administrative Assistant

Senior Administrative Assistant

UT Health AustinAustin, TX, US
10 days ago
Job type
  • Full-time
Job description

Senior Administrative Assistant

The Office of the Executive Vice President and Provost (EVPP) partners with the campus to ensure all students succeed and thrive, faculty and staff are supported in their research and scholarship and the campus community has the support it needs as a world-class public research university. This position will serve as the Senior Administrative Associate for the Office of the EVPP, providing front reception coverage, high-level administrative support to the office and the Assistant to the EVPP, and serving as back-up to the Assistant to the EVPP as needed.

Responsibilities

  • Manage coverage of EVPP reception area, greet visitors with a friendly and professional demeanor, and ensure lobby appearance is clean and well maintained.
  • Answer EVPP office main phone line and direct inquiries as appropriate with a friendly and professional demeanor.
  • Ensure office supply inventories are stocked and organized; place administrative orders (office supplies, catering, refreshment vendor, water vendor and toner for copiers).
  • Prepare electronic documents, official occasions, required for purchase of goods and services for EVPP office. Coordinate with the Business Affairs team to initiate and complete financial processes.
  • Acts as point of contact for facilities on behalf of EVPP office for any issues within the suite or building using a proactive mindset.
  • Process mailing, shipping, and reconciliation documents.
  • Deliver, pick-up, and distribute internal mail and packages for the EVPP office.
  • Support EVPP guests with parking permits and questions.
  • Execute routine housekeeping tasks, including kitchen clean-up, emptying bins, refilling paper in copiers, etc.
  • Collaborate with the Operations Manager to ensure all operations are within office standards, and compliance.

Administrative Support (35%)

  • Screen and control flow of incoming communications and visitors to the EVPP staff and take appropriate action on messages, meeting requests, etc.
  • Provide administrative support to the Assistant to the EVPP with the EVPP's daily calendar schedule and appearance materials.
  • Provide administrative and calendar management support to the Chief of Staff.
  • Provide back-up calendar management support to the Assistant to the EVPP and Senior Vice Provosts.
  • Manage various EVPP email inboxes and respond to and / or route emails as appropriate in a timely manner while ensuring excellent customer service.
  • Coordinate administrative and logistical support of meetings and events for EVPP office.

    • Event Management and Special Projects (15%)

  • Manage EVPP office conference room calendars and act as point of contact for conference room technology; ensure meeting rooms are stocked, clean, and set.
  • Prepare and set refreshments for meetings when requested.
  • Event planning support for events organized by the EVPP. Coordinate with units across campus during planning, arranging, and implementation of programs, events, and initiatives.
  • Plan, coordinate, and execute creative team building and team culture activities.

    • Supervise Student Associates (10%)

  • Provide assistance to the Assistant to the EVPP with the supervision of Student Associates by providing guidance, tracking tasks, and help to ensure submission of weekly timesheets.
  • Help the Assistant to the EVPP hire, onboard, and train new Student Associates each semester ensuring front desk coverage.

    • Other Duties (5%)

  • Help the Assistant to the EVPP hire, onboard, and train new Student Associates each semester ensuring front desk coverage.

    • Required Qualifications

  • High school diploma or equivalent.
  • Five (5) years of experience with general office functions (within the past 10 years).
  • Proficiency using digital resources, including Outlook, Microsoft Word, Excel, and standard office equipment.
  • Excellent organizational skills and attention to detail.
  • Highly proficient technology skills.
  • Dependable with active listening skills to provide a positive customer service experience.
  • Proven ability to prioritize responsibilities and manage concurrent projects, while maintaining a high level of accuracy and attention to detail.
  • Excellent written, oral, and interpersonal communication skills.

    • Preferred Qualifications

  • Strong attention to detail.
  • Five or more years of relevant experience.
  • Experience with UT Austin systems, policies, and processes, including purchasing and payment policies.
  • Experience with event planning.
  • Ability to work proactively and independently.

    • Salary Range

    $55,000+ depending on qualifications

    Working Conditions

  • May work around standard office conditions.
  • Repetitive use of a keyboard at a workstation.
  • Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visa.
  • Monday through Friday, 8 : 00 AM 5 : 00 PM on-site work is the standard expectation for this position.
  • May require additional hours during peak periods and special events.

    • Required Materials

  • Resume / CV
  • Letter of interest
  • 3 work references with their contact information; at least one reference should be from a supervisor
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