Administrative Assistant

Job Posting Title:

Administrative Assistant

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Hiring Department:

Office of the Executive Vice President and Provost

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Office of the Executive Vice President and Provost (EVPP) seeks administrative support for the Provost Office. The Office of the Executive Vice President and Provost 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.

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

* 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

* Defined benefit retirement plan with 8% employer matching funds

* Additional voluntary retirement programs

* Flexible spending account options for medical and childcare expenses

* Robust free training through LinkedIn Learning plus professional conference opportunities

* Tuition assistance

* Expansive employee discount program, including athletics tickets

* Free rides on all UT Shuttle and CapMetro buses with staff ID card

* For more details, please see and

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

Purpose

Serve as Front Desk Administrative Assistant for the Office of the Executive Vice President & Provost. Cover reception duties while providing the Executive Assistant with dependable, high-level administrative support.

Responsibilities

Function 1: Administrative & Operations Support

* Manage the coverage of the front desk reception area, greeting guests and visitors with a friendly and professional demeanor. Prepare and serve refreshments when requested.

* Answer the main office phone line and direct inquiries to the appropriate individuals, if available, and/or take clear written messages.

* Assist with clerical tasks, including data entry, making copies, scanning documents, and filing.

* Deliver, pick up, and distribute internal mail and packages for the main office. Make deliveries and pick-ups in other departments as needed.

* Maintain neat appearance and cleanliness of lobby. Execute routine housekeeping tasks, including kitchen clean-up, dusting furniture and equipment, occasional vacuuming, emptying bins, refilling paper in copiers, etc.

* Place administrative orders (office supplies, catering, refreshment vendor, water vendor and toner for copiers). Receive/stamp invoices, remit to EVPP-Approvals.

* Support guests with parking and directions to visit the office. Oversee FDP permit usage/checkout.

Function 2: Space Management

* Monitor Provost-managed conference room calendars and respond to reservation requests.

* Help with meeting logistics when requested including being the point of contact for conference room technology, putting out catering, creating conference room schedules, and room set up and reset.

* Coordinate with business affairs team to assist with office furniture needs, and repairs, as needed. This includes communications and coordination with staff and vendors.

* Submit internal maintenance facility requests as requested

Function 3: Special Projects and Others Duties

* Assist with the coordination of office social events.

* Act as liaison EVPP VIP LAITS liaison.

* Supports calendaring and scheduling of appointments and meetings as backup for Sr. Vice Provost EAs when they are out of the office.

Function 4: Supervise Student Associates

* Coordinate student employees including hiring, training, supervising, and managing workload distribution.

* Manage recruiting process for student employees. Post student positions online, submit student hiring information, and communicate policies and procedures to students clearly and effectively.

* Organize student orientations, student appreciation events, and student-supervisor meetings.

Other duties as assigned.

Required Qualifications

* High school diploma or equivalent.

* At least two years of experience with general office functions.

* Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

* Excellent communication and organizational skills.

* Highly proficient technology skills.

* Dependable with active listening skills to provide a positive customer service experience.

* Relevant education and experience may be substituted as appropriate

Preferred Qualifications

* Strong attention to detail.

* Ability to work proactively and independently.

* Experience working in a large, complex organization.

Salary Range

$40,000+ depending on qualifications

Working Conditions

* May work around standard office conditions

* Repetitive use of a keyboard at a workstation

* Use of manual dexterity

* Climbing of stairs

* Lifting and moving

* This position will be required to work on campus Monday through Friday from 8:00 am - 5:00 pm

Required Materials

* Resume/CV

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

* Letter of interest

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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.

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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.

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Background Checks:

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

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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.

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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. Ho.