The University of Texas at Austin Job Posting

 
This posting is Closed

Administrative Associate

Hiring department LBJ Public Affairs
Monthly salary $2,916+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 12-09-21-01-9026
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Terminates on 09/30/2013
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

The resume submitted should be no more than two pages long. The letter of interest should narrate persuasively why the candidate would be an excellent fit for the position.

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information

Purpose

To support the Associate Director and Senior Project Manager with a combination of administrative tasks and ad hoc operating program support for the Dell Social Innovation Challenge.

Essential Functions

Perform scheduling and calendar management, and travel planning and post-travel reporting. Prepare travel vouchers and travel reimbursements. Create and review purchase orders and other financial processing documents. Assist with preparation of financial and other reports. Provide detailed task management for high-priority action items for the Associate Director and Senior Project Manager to ensure follow-through and meeting of all deadlines. Provide ongoing communications and relationship management support for the Associate Director and Senior Project Manager with key partners. Interact with stakeholders at various levels. Maintain contact database. Draft, review and edit correspondence. Familiar with University procedures and policies. Work with the UT and LBJ business and personnel offices on paperwork and approvals related to vendors, contracts, hiring, and other administrative procedures. Serve as liaison between administrative offices and other schools/colleges, and non-university agencies as necessary. Provide ad hoc program support for the DSIC in areas which include global marketing and/or outreach initiatives; social media efforts; program design and development; global event planning; and budgeting and financial management.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree and one year of related administrative experience. Must be well-suited to working in a fast-paced "start-up" environment with short timeframes, rapidly changing requirements and expectations, and limited resources. Must be extremely detail and task oriented. Able to manage numerous deadlines and meet each one. Able to maintain a precise account of tasks and to prioritize and work with minimal supervision to produce very high quality work. Possess outstanding interpersonal and written and verbal skills. Able to connect effectively with different groups of people (UT, Dell, vendors, etc.), via telephone, email and web and to identify opportunities for better coordination as well as potential problems. The ideal candidate must be anticipatory and able to preemptively determine what is required for the program's success. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in business administration and three years of experience at the Administrative Assistant level. Experience using project management software. Possess a strong command of Microsoft Outlook, including calendaring functions. Possess a strong command of Microsoft Excel, Google Docs and web meeting tools. Familiarity with UT policies and procedures, including the Define system, hiring, procurement, and payments.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Lifting and moving

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