The University of Texas at Austin Job Posting

This posting is Closed

Administrative Assistant

Hiring department Bfs-Pers & Train Srvs
Monthly salary $2,135+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 13-01-18-01-9020
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

Job offer contingent upon clearing a background check. Applications will be reviewed online by the hiring department.

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


Provide administrative support for Business and Financial Services-Training Services and Facilities Services-Safety.

Essential Functions

Enroll employees for in-house and outside training classes. Prepare confirmations for all enrollments to provide important documentation to internal clients. Maintain all filing for all training registration to easily access training history, including TXClass. Track contracts and payments to the training vendors to ensure we meet department and University guidelines by working with Accounting to ensure timely payments. Reconcile training budget so that it accurately reflects charges and balances. Complete interdepartmental transfers, if needed. Update required training classes in various databases, including TXClass, UT Drivers, and HRMS to ensure training records are accurate. Run monthly training reports. Attend Safety Council meetings, accurately record meeting minutes, distribute meeting minutes in a timely manner by working with Safety Coordinator. Check shared calendar for upcoming classes, prepare necessary service requests, assist visiting presenters with computer and projector set-up, ensure training roster is prepared, and check rooms after class to ensure there are no extraneous materials or items left behind. Maintain procurement card log to accurately record all credit card charges.

Marginal/Incidental functions

Order office supplies, process travel vouchers and reimbursements, and performs other marginal or incidental tasks assigned to support organizational goals and objectives. Minimal evening work.

Required qualifications

High school graduation or GED. Three years of experience with clerical functions, including one year of experience at the Senior Office Assistant level. Knowledge of standard office machines. Spelling and typing tests on file. Excellent customer services skills and attention to detail. Proficient with computers. Equivalent combination of relevant education and experience may be substituted as appropriate.

Skills scores
  • Spelling (score on file)
  • Typing (score on file)
Preferred Qualifications

Completion of business school or bachelor's degree in business or human resources. More than three years of clerical experience. Typing ability at 45 wpm or higher. Spelling accuracy at 80 percent or higher. University of Texas experience. Experience with Microsoft Excel, Word, and Outlook. Working experience with DEFINE (travel documents, payments, and reimbursements), and Internet browsers. Excellent written and verbal communication skills. Completion of the Facilities Services and Project Management and Construction Services Leader Development Program.

Working conditions

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

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