The University of Texas at Austin Job Posting

 
This posting is Closed

Administrative Associate

Hiring department KUT Radio
Monthly salary $2,125+ depending on qualifications
Hours per week 30.00 Flexible from 800AM to 500PM
Posting number 14-01-23-01-9026
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

Standard office hours will be set by the Director based on support needs. Work hours may vary to include additional working hours during peak periods. Occasional evenings, weekends and holidays. Please include where you viewed this position posting or advertisement in your letter of interest.

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

Contributes to KUT's mission by providing administrative support to the Director of KUT Public Media and exceptional customer service to all KUT constituents.

Essential Functions

Maintain electronic calendars. Arrange meetings. Maintain contact systems. Provide confirmation and reminders. Make reservations, prepare and submit prior approvals. Schedule conference rooms and technology/equipment. Assist with hospitality. Arrange catering. Provide concierge level of service to donors and special guests. Assist with communication to Advisory Board and make logistical arrangements for meetings. Keep notes for minutes. Maintain bios, terms and other Board records. Assist with donor stewardship and recognition. Contact donors on behalf of Director to arrange meetings, luncheons, invitations etc. Attend and assist with special events as needed. Generate RSVPs, reminders and follow up for station events. Compose and edit correspondence for the Director. Maintain frequently used distribution lists. Take notes and prepare minutes of meetings as requested by Director. Provide Director with draft of minutes. File and distribute notes and minutes. Sort and present mail, signature, and other items for review at daily briefing. Retrieve and process To Do items. Maintain files. Assist with tracking projects, employee follow-up, listener and donor service by researching and answering questions. Make arrangements for Director travel including lodging, transportation, and registrations. Prepare and submit RTAs. Prepare travel folder for Director with all relevant information, confirmations etc. Prepare reimbursements. Provides back up for station receptionist and office support. Includes answering phone, serving guests and visitors and providing administrative support commonly performed by the receptionist/administrative assistant. Assist with employee recognition-acknowledging birthdays, anniversaries, accomplishments, etc. Maintain stock of cards. Use proper procedures to purchase/send flowers and other acknowledgements to donors, staff, or other colleagues as requested. Contributes positively to the team within the Administrative and Management unit. Communicates issues of importance frequently to others. Seek or offer assistance when needed and available. Drive University vehicle for transporting guests, picking up supplies, and running other errands as needed.

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

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. Knowledge of current KUT 90.5 FM and KUTX 98.9 FM Programming. Experience using MS Outlook, MS Word, MS PowerPoint and MS Excel. Excellent interpersonal skills and professional demeanor. Equivalent combination of relevant education and experience may be substituted as appropriate.

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

Bachelor's degree in business administration and three years of experience at the Administrative Assistant level. More than five years of clerical experience. UT Austin experience. Demonstrated ability to multi-task in a fast-paced environment and work as a team member. Experience with the public, especially in a broadcast environment. Experience using web applications to update web sites. Experience with Wordpress and Photoshop. Good spelling score and keyboarding ability.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Lifting and moving Position may require occasional work on evenings, weekends and holidays. Lift and move standard office equipment and files. Move tables and chairs to set up for meetings.

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