Senior Administrative Assistant

Job Posting Title :

Senior Administrative Assistant

Hiring Department :

Office of the Executive Vice President and Provost

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

UT Austin provides an outstanding benefits package including but not limited to :

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

Vision, Dental, Life, and Disability insurance options

Generous paid vacation, sick leave, and holidays

Teachers Retirement System of Texas (a defined benefit retirement plan)

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

Tuition assistance

Expansive employee discount program including athletic tickets

Free access to UT Austin's libraries and museums

Free rides on all UT Shuttle and Capital metro buses with staff ID card

For more details, please see : https : / / hr.utexas.edu / prospective / benefits and https : / / hr.utexas.edu / current / services / my-total-rewards

Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

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

Operations Support (35%)

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.

Relevant education and experience may be substituted as appropriate.

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 positon

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

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.