This position is located in HOUSTON, TEXAS. May occasionally be required to work additional hours during peak periods including evenings and weekends. Compensated for all hours worked over 40 per week. Selected candidates will be required to participate in a telephone and in-person interview.
Provide administrative/clerical support for the Houston Admissions Center of The University of Texas at Austin.
Provide administrative/clerical support for the director, program coordinator, and counseling staff. Assist in directing prospective students to appropriate resources via phone, email, or walk-in basis. Answer main telephone and serve as front desk receptionist. Receive and data enter student information, handle confidential and time-sensitive materials, and prepare and route correspondence as assigned by director. Maintain office-wide calendar and assist director/program coordinator with coordinating work flow for daily, weekly, and program tasks. Assist in the preparation of reports and other requests as assigned. Assist in event planning and execution to include logistical needs as assigned by director or program coordinator, submitting funding requests, assisting with invitational mail-outs to students, reminder RSVP/confirmation telephone calls and emails, and setting-up direct bill accounts for the office. Assist with inputting travel arrangements for staff; prepare and process travel vouchers and/or mileage reimbursements. Maintain organization of the office, general office inventory and informational pieces for prospective students and staff. Maintain working order of printers, copier/scanner, fax machine, public office computers and other general office equipment and services as necessary. Serve as primary contact with outside vendors. Determine work priorities with director and exchange information with admissions centers and the main campus in Austin as appropriate.
Other related functions as assigned.
High school diploma or GED. Five years of progressive experience at the administrative assistant/clerical level. Ability to relate well to students, parents, and various audiences. Experience composing correspondence and providing excellent customer service. Demonstrated accuracy in data-entry. Professional demeanor and ability to consistently exercise good judgment. Ability to work independently with minimal supervision in a fast paced environment. Experience using Microsoft Excel, Word, and other software and demonstrated knowledge of computers and standard office machinery. Equivalent combination of relevant education and experience may be substituted as appropriate.
Bachelor's degree and more than five years experience at the Administrative Assistant level. Experience assisting students and staff or in an higher education-based setting. Energetic, team-oriented individual who can provide exceptional internal and external customer service. Excellent problem-solving, interpersonal, oral and written communication skills. Detail-oriented individual with exceptional time management and organization skills. Demonstrated advanced working knowledge of Microsoft Word, Excel and PowerPoint software. English-Spanish bilingual speaking ability.
May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Lifting and moving Additional work hours around application deadlines, programs, and events; may include working some nights, weekends, and holidays.