Administrative Associate, International Engineering Education

Job Posting Title :

Administrative Associate, International Engineering Education

Hiring Department :

Cockrell School of Engineering

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

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation's most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin - named "America's Coolest City" by Expedia and "The Best Place to Live in the U.S." by U.S. News and World Report - the Cockrell School embodies the city's innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

At UT Austin, we say "What starts here changes the world." As a member of the university community, you will be part of an organization that is internationally recognized for our academic programs and research. Your work will have meaning and make a difference not only in the lives of our faculty, staff, and students, but also those who are impacted by our first-class academic and research programs.

UT Austin provides outstanding employee benefits and total rewards packages that include :

Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

Voluntary Vision, Dental, Life, and Disability insurance options

Generous paid vacation, sick time, and holidays

Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

Additional Voluntary Retirement Programs : Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

Flexible spending account options for medical and childcare expenses

Robust free training access through LinkedIn Learning, plus professional conference opportunities

Tuition assistance

Expansive employee discount program, including athletic tickets

Free access to UT Austin's libraries and museums with a staff ID card

Free rides on all UT Shuttle and Austin Cap Metro buses with a staff ID card

Purpose

Responsible for advanced program administration and coordination. Reports to office director. Maintains frequent interaction with internal office staff and other University departments, special groups and external agencies. Supervises student workers.

Responsibilities

Manages and coordinates office logistics, calendar, event scheduling and room reservations, supplies. Coordinates study abroad fairs, international week, study abroad info sessions, faculty workshops,incoming student orientations, registration, etc. Assists staff team with scheduling info sessions and predeparture workshops. Works on program contracts, purchase requests, vendor relations, payments processing for and with accounting and other office teams. Assists with hiring and onboarding activities and some accounting.

Maintains communication templates and information materials up to date. Develops and updates brochures, flyers, posters, PowerPoint presentations, videos and promotional tokens as well as manage social media channels.Manages and updates the IEE International Programs website necessary changes and coordinate with the corresponding Communication teams. Creates and update branded office merchandise.

Researches information, collects faculty and student program evaluations and reports for the director. Collects statistics and produces data visualization reports.

Maintains office equipment and update and develop necessary databases and UT boxes and coordinate with IT.Orders supplies.

Assist with special projects at the request of the Director.

Required Qualifications

High School Diploma or GED and five years of experience

Bachelor's degree and one year of directly related experience coordinating administrative functions.

Ability to prioritize, build relationships, and manage time and resources collaboratively.

Experience providing customer service, demonstrating accuracy, integrity, and professionalism.

Detail-oriented.

Knowledge of business software including MS Word, Outlook, and Excel.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience overseeing the day-to-day administrative operations of a large organization.

Experience in research administration or a related area.

Experience with system implementation. Experience navigating The University of Texas at Austin related policies and procedures.

Experience supervising staff and student workers at the University of Texas at Austin.

Salary Range

$45,000 + depending on qualifications

Working Conditions

Repetitive use of a keyboard at a workstation

May work around standard office conditions

Use of manual dexterity

Work Shift

Standard work schedule is Monday - Friday, 8 : 00 a.m. - 5 : 00 p.m.

Periodic work outside normal business hours, including evenings, and weekends, may be required on a periodic basis.

Occasional travel may be required

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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure thatALLRequired 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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.