The University of Texas at Austin Job Posting

 
This posting is Closed

Administrative Assistant

Hiring department Law
Monthly salary $2,500 - $2,750+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 13-03-22-01-9020
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

The Law School's Office of Continuing Legal Education (CLE) develops and produces approximately 50 live continuing education conferences annually, primarily for Texas lawyers, as well as for accountants, engineers and other professionals, in a fast-paced collaborative team environment.

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

Supports CLE in three areas-- event coordination for 10 to 15 hotel-based conferences per yr, program coordination to assist advisory boards and program directors with content development and speaker communications, and administrative support to assist with programs, events, marketing, finance, and customer service.

Essential Functions

Serve as conference event coordinator with individual responsibility for preparation and logistics, including pre-event planning, coordinating speaker and staff travel and accommodations, collecting and assembling program materials, on-site registration, organizing conference computers, AV equipment and PowerPoint presentations, and post-event review of logistics, budget and marketing effectiveness. Serve as program coordinator assisting program directors with content development, speaker and sponsor recruitment, organizing planning meetings and conference calls, communication with committees and speakers regarding topics and scheduling, and timely delivery of program schedule and topic descriptions to marketing, including MCLE credit and specialization hours. Provide administrative support to senior management and staff with projects in various departments, including programs, events, marketing, finance, and customer service, as needed. Manage, prioritize, and juggle multiple events programs and deadlines. Develop comfortable, regular, and pro-active communication with colleagues, venues and vendors, keep them informed of problems, and suggest solutions to keep events on track and on budget. Remain focused, productive, calm, and polite under pressure and recognize the critical role of teamwork and team-based solutions to the department. Become knowledgeable, analytical and effective in all aspects of professional education event management. Represent the University's best interests in all financial dealings with hotels, restaurants and vendors, in compliance with university and department policies on conflicts, gifts and gratuities. Become proficient in use of department's content management system and event management tools. Develop an understanding of department's marketing and sales goals and suggest ways to improve sales, reduce expenses and improve business processes. Show initiative and interest in learning new skills and accepting increasing levels of responsibility. Employees are expected to exhibit a professional demeanor, be self-motivated, intellectually curious and tech savvy, and work effectively with high prof

Marginal/Incidental functions

Other related functions as assigned.

Licenses: Class "C" Operator's Driver's License. Applicant selected must provide a current three year Driving Record from the current state of residence. If not currently a Texas resident, must obtain a Texas Driver's License within 30 days after entering Texas as a new resident.

Required qualifications

Personal integrity and ethics, quick situational learning, problem solving, intellectual curiosity, customer focus, drive for results, as well as excellence in organization, planning, and project management. Bachelor's degree in related field or combination of relevant education and experience. Minimum of one year working in a team-based, event-planning environment. Composed and professional under stress, with confidence to ethically and effectively represent UT Law School at prestigious events. Comfortable working with senior management, high-profile advisory boards, speakers, sponsors, customers and vendors. Excellent verbal and written communication skills. Excellent Adobe Acrobat and Microsoft Office skills, including Outlook, Word mail merge, PowerPoint and a functional competency with Excel. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Demonstrated functional and technical competencies required to develop, coordinate and assist in the production of high-end professional education conferences for lawyers and related professionals. Use of technology and social media to enhance customer experience at events. Knowledge of audio-visual equipment, including projectors, sound recorders, and microphones. Demonstrated ability for budgeting and financial analysis. Business knowledge and familiarity with the continuing legal education market, in Texas and nationally, is a plus.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Lifting and moving Lifting up to 30 Ibs. boxes at event to set-up of venue/event space. Frequent 10-15 hour work days during conference. Out of town travel 2-4 nights in row and average of 6-8 times a year. Must be able to drive vehicles rented or owned by UT

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