JSG Student Services - Administrative Assistant

Job Posting Title :

JSG Student Services - Administrative Assistant

Hiring Department :

John A and Katherine G Jackson School of Geosciences

Position Open To : All Applicants

Weekly Scheduled Hours :

40

FLSA Status : Non-Exempt

Earliest Start Date :

Immediately

Position Duration : Expected to Continue

Location : UT MAIN CAMPUS

Job Details : General Notes

To manage the Jackson School of Geosciences (JSG) student center front desk and administrative operations, including oversight of day-to-day processes; provides administrative support and purchasing assistance to assistant dean, student services directors and staff, and student-related activities; and includes supervision of part-time student employee(s) alongside with classroom facilitation.

Purpose

The JSG Student Services Administrative Assistant directly supports all administrative operations and functions of the student affairs office, alongside working with faculty, administration, campus partners, Jackson School students, and visitors within the UT community.

Responsibilities

Provides administrative support to all Jackson School of Geosciences student affairs operations and staff including but not limited to academic advising, career services, graduate student operations, recruitment, scholarships, event planning and execution, purchasing, student organization support, and CARE counselor support.

Responsible for managing student center front-of-house, maintains student center facility cleanliness and organization, reports and resolves facilities concerns, and oversees the hiring, training, and supervision of part-time student employee(s).

Schedule appointments, maintains multiple individual calendars, processes academic forms, updates and manages Canvas course content, promotes events and opportunities to the Jackson School community, answers and routes emails, phone calls, and voicemail, and oversees multiple special projects as assigned throughout the academic year.

Creates, updates, and maintains detailed process, policy, and procedure documents and training guides for administrative responsibilities.

Provide assistance to students and guests in person and over the phone throughout the workday. Determine work priorities and schedules. Collect and compile information for Director and student affairs staff.

Oversees purchasing of office and event meals or supplies for student affairs office and completes all associated paperwork for business services office. Verifies required documentation and approvals for purchases, maintain procedures and records / logs relating to purchases, and submits final documentation by stated deadlines. Reconciles office's credit card purchases after each statement closes.

Oversees check in / check out, and maintaining student center camping gear outfitters inventory

Coordinates student center food pantry, restocks items and resupplies daily with student employee.

Responsible for managing, approving / denying, and processing room reservation requests for student center facilities. Provides requester with requirements and documentation for use of school facilities depending on their status, type of event, etc. Coordinates setup for meetings and events in the Jackson School student center.

May facilitate or participate in UGS 016 FIG First-Semester Seminar efforts as requested.

Other related functions as assigned.

Required Qualifications

Diploma (High School) or GED plus 3 years of experience.

Preferred Qualifications

Bachelor's Degree and 1+ years of student-facing administrative experience in a higher education setting. Experience working in a professional administrative support setting is an appropriate substitute if no prior higher education experience. Experience with purchasing and reception desk coordination, managing varied and at times escalated service situations, event management, classroom facilitation and presenting to small and large groups. Exceptional written and verbal communication skills with a demonstrated commitment to professionalism. History of reliability and proactiveness in a workplace setting is essential.

Relevant education and experience may be substituted as appropriate

Salary

$50,000

Working Conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Lifting and moving

Required Materials

Resume / CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers : You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers : As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility :

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion / transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility :

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.

Background Checks :

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

Equal Opportunity Employer :

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.

Pay Transparency :

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Employment Eligibility Verification :

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify :

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following :

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance :

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.