Senior Administrative Associate, Texas Global

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General Notes

The University of Texas at Austin (UT Austin) is one of the largest public universities in the United States and is the flagship of The University of Texas System. UT Austin enrolls more than 52,000 students studying in almost 120 bachelor's degree programs and more than 220 graduate programs across 18 colleges and schools. UT Austin is steadfastly committed to global engagement and is home to more than 5,600 international students and 1,500 international scholars from more than 130 countries, with more than 530,000 living alumni in 176 counties around the world.

Texas Global advances UT Austin's academic mission by leading, supporting, and coordinating the university's international engagement efforts, fostering strategic partnerships on campus and abroad, welcoming a cadre of impressive international students and scholars to campus, and creating opportunities for students and faculty to engage with peers and institutions around the world. Texas Global is comprised of nine units, home to over 140 staff members, and continued growth of the organization is expected.

Your skills will make a difference. You'll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of faculty and staff, thereby enhancing the student experience. If you're the type of person that wants to know your work has meaning and impact, you'll like working in our department and for UT Austin.

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

• 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 staff ID card

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

Purpose

To provide highly complex administrative support, coordinating and organizing administrative processes and office workflow using a high degree of initiative, judgment, and discretion.

Responsibilities

• Provide administrative support to the director and Education Abroad leadership team with minimal oversight provided. Manage director's calendar and serve as the primary point of contact for scheduling meetings - accepting and moving calendar entries with precise judgment and discretion and managing all scheduling conflicts. Prioritize incoming phone calls, electronic correspondence, and meeting requests. Respond to internal and external inquiries, including answering correspondence and routing information as appropriate.
• Coordinate the Peer Mentor and Global Ambassador programs. Responsible for the recruiting and student application process; convening of the selection committee; and the hiring, training, and scheduling of peer mentor student employees. Conduct biweekly meetings to communicate unit needs, delegate tasks, and give/receive general feedback. Review and evaluate performance in conjunction with assistant directors. Coordinate Global Ambassador program in coordination with Texas Global's Marketing and Communications team, including recruiting potential ambassadors each semester, reviewing applications, sending publication schedules assembled by the Marketing and Communications team, reviewing blogs for approval to publish, and sending Global Certificates of Engagement to successful participants.
• Coordinate administrative and outreach components of the UT Austin's Fulbright U. S. Student Program scholarship process on behalf of the faculty chair. Track student inquiries and completeness of applications, coordinate meeting and interview schedules, and correspond with students, committee members, and Fulbright administrators.
• Obtain, assemble, and analyze complex data from various sources to prepare reports internally and externally. Research, report, and track information for projects as assigned. Compile statistics and prepare charts, graphs, and administrative reports, as required.
• Co-coordinate the university's bi-annual education abroad fair, including contracting with vendors, correspondence with invited fair participants, and organizing the work of Education Abroad professional and student staff related to the fair.
• Collect receipts, track expenses, and facilitate reimbursements. Coordinate and manage travel, including reimbursements and related activities. Manage the unit's ProCard.
• Support meeting preparation and follow-up:
  prepare meeting rooms, develop agendas, and take meeting notes where needed. Communicate and follow up on necessary action items as needed. Support visitors as needed.
• Support Education Abroad's recruiting, interviewing, and hiring processes by centralizing communications with applicants and committee members, preparing recruitment plans, and screening and tracking applicants.
• Perform special projects as assigned.

Required Qualifications

High school graduation or GED. Three years of experience with clerical functions. Proficient in MS Word and Excel. Proficiency in examining, organizing, and accurately reporting information. Excellent interpersonal, communication, organizational, and writing skills. High level of professionalism. Attention to detail. Ability to prioritize responsibilities and manage multiple concurrent projects. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. Proven problem-solving skills. Experience providing support in a customer service environment with excellent customer service skills. Demonstrated use of initiative and judgment. Ability to work independently and as part of a team. Experience working with University of Texas policy and procedures. Advanced MS Word and Advanced Excel skills and knowledge of PowerPoint and Asana. Knowledge of Trello, CANVAS, and Adobe Acrobat. Experience compiling statistical reports.

Salary Range

$52,000

Working Conditions

Work in a shared office environment. Work around standard.