Occasional evening and weekend hours. Other related functions as assigned.
Provide administrative support to the front desk reception space for the Center for Strategic Advising and Career Counseling requiring the use of initiative and good judgement. Researches, prepares, maintains, and posts student records.
Provide comprehensive administrative support to all programs in the Center for Strategic Advising and Career Counseling, both CSA and CC, including managing all accounting and reconciliation procedures, all student hiring processes, staff travel, office supply ordering and overall office management. Provide logistical support for key programmatic events, including working with vendors for bids and purchasing, providing special event assistance and support, managing mailings, event collaterals, RSVPs, contracts, space reservations, food ordering, and event set-up and breakdown, etc. Oversee the hiring, supervision and training of the student workforce, including developing schedules, creating and maintaining student handbooks and training materials, supervising work hours, assigning appropriate tasks and managing the CSA and CC front desk, i.e. welcoming guests, answering telephones, managing appointments, scheduling meetings, responding to questions. Communicate via mail, email, list-serve, and telephone with prospective, incoming, current and outgoing students, as well as faculty and staff, regarding a variety of matters related to the programs in the CSA and CC. Facilitate access to and management of program data, program participants and assessment information using databases. Serve as an engaged member of the CSA and CC staff, providing written documentation of office procedures and FAQ's, participating in team meetings, assisting with events, providing direct support to assistant dean, and other tasks as assigned.
Other related functions as assigned.
Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Experience with databases and strong data management skills. Experience organizing and coordinating meetings and events. Proficiency in using Excel, Word, and FileMaker Pro. Excellent attention to detail. Excellent spelling, typing, organization and interpersonal communication skills. Experience managing multiple, complex projects at once and meeting tight deadlines. Demonstrated ability to determine and manage priorities. Experience working in a fast-paced environment while providing excellent customer service. Experience working with diverse populations. Experience with accounting or budgeting. Equivalent combination of relevant education and experience may be substituted as appropriate. Equivalent combination of relevant education and experience may be substituted as appropriate.
Bachelor's degree in business administration and three years of experience at the Administrative Assistant level. Demonstrated creative and analytical thinking. Experience building databases in FileMaker Pro and Excel, and ability to import data from one application to another. Experience with Macintosh computers and email program. Experience with confidential student records. Experience with UT mainframe applications NRRECS and DEFINE. Experience with UT accounting practices. Experience supervising student staff.
May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity