Temporary Shop Administrative Assistant - University Housing & Dining - (UTEMPS)

Temporary Shop Administrative Assistant - University Housing & Dining - (UTEMPS)

This role will assist the Operations Coordinator and Operations Manager with daily inventory operations, including tracking materials, processing requisitions, and coordinating with vendors to ensure accurate procurement and stock levels. It also provides comprehensive administrative support to facilities shops, handling communications, scheduling, data auditing, and assisting with technician work orders and timesheets. Additionally, the position delivers quality customer service to both internal and external customers.

Responsibilities include :

• Assist with daily inventory management. Process all inventory-related activity, identifying errors and reporting them to management. Collaborate directly with the Operations Manager and staff to make corrections. Track and control the flow of materials to ensure availability when needed. Prepare and submit requisitions for purchase orders. Monitor warehouse stock and initiate procurement activity to replenish stock, ensuring parts are active in UT Works and establishing the correct unit of measure for materials ordered. Serve as the primary point of contact for vendor communication. Confirm the accuracy of purchases, correct invoices, and route them to Accounts Payable with payment approval.
• Provide comprehensive administrative support to the assigned facilities shop(s). Greet guests / vendors and answer the main phone line. Make appointments, schedule meetings, and reserve rooms. Read, answer, compose, and edit correspondence. Perform substantial data auditing and management to complete work orders, checking for staff labor, technician notes, and materials before closing. This includes assisting with technician timesheets, checking corresponding student billable phases for correct user-defined fields, and monitoring to ensure the timely closure of work order phases. Pick up and distribute mail and copier output. Support and contribute to systems assessment for changes and deliver training to staff as needed, resolving issues for technicians regarding UT Works and technician iPads.
• Provides quality customer service for internal and external customers. Assist with checking invoices for accuracy before routing for payment and ordering new or replacement uniforms, following up until received. This may include the pick-up and delivery of materials. Provides backup to staff supporting other facilities' shops. Perform other duties as assigned.

Required Qualifications :

Diploma (High School) or GED At least 3 years of Clerical experience with at least 1 year of experience at the Senior Office Assistant level.

Preferred Qualifications :

Experience working in a warehouse or shop setting. Experience with high-volume inventory. Familiar with AssetWorks.

Hourly Rate : $20.00

Working Conditions :

Attire : Business Casual

Standard Office Environment, Lifting, pushing, or pulling, Standing

Work Shift :

Hours per week - 40

The work hours are from 7 : 30 a.m. to 4 : 00 p.m. - with a 30-minute lunch.

Required Materials :

Resume / CV

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