The University of Texas at Austin Job Posting

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This posting is Closed

Senior Administrative Associate

Hiring department Pmcs - Operations
Monthly salary $3,333+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 17-09-12-01-9025
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

Applicant must be authorized to work in the United States on a full-time basis for any employer.

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

Maintain front reception area and support PMCS Director's Office team. Route calls; greet and assist visitors with questions or directions. Provide administrative support to two teams in the Project Management unit. Manage conference rooms, carts, parking permits, building keys, equipment, and office supply inventory

Essential Functions

Maintain reception area; greet and assist clients, vendors, and guests to the department. Answer and properly route incoming calls. Ensure project related concerns are timely addressed. Manage room and cart schedules, calendars for departmental conference rooms, carts and building keys; resolve calendar conflicts as necessary. Maintain visitor attendance logs and access to departmental offices and personnel. Provide administrative support for the Construction Coordinators and Project Specialists groups. Prepare, review and approve all division personnel actions and any financial documentation. Schedule interviews and communicate personnel changes to PMCS. Point of contact for departmental administrative needs. Maintain electronic phone list, schedule office cleanings and maintenance work orders, handle all mail drop-offs and pick-ups, order business cards, letterhead, and envelopes. Maintain departmental mailboxes. Assist administrative staff with day to day operations and special projects as needed. Maintain the Project Management inventory of specialized project equipment available for check-out. Record check-out and check -in, inspect for damage, and schedule regular and repair maintenance or calibration with the proper vendor. Process all necessary paperwork and procedures to ensure the proper purchase of any new equipment or repair of current equipment. Coordinate departmental office supply inventory and purchases, ensuring budgetary compliance. Responsibly manage departmental Procurement Card, verify and reconcile invoices. Oversee the yearly ordering and daily check-out of departmental parking passes. Maintain administrative office equipment. Ensure printers and plotters are working properly, record monthly usage, schedule any maintainence and repairs, and order any paper or toner as needed. In coordination with division and administrative support staff, oversee and manage PMCS annual inventory process, ensuring accuracy and timely submission with appropriate signatures. Monitor and update the bulletin boards and common areas for updated necessary communication and job postings. Monitor media for articles related to PMCS and University projects. Report findings to Opertions Manager and Director. Assist with the scheduling of annual PMCS functions and events. Maintain and schedule departmental awards and presentations. As a representative of PMCS promote teamwork with other divisions and departments, ensuring that any processes are smooth and efficient. Effectively use and manage resources available to the department.

Marginal/Incidental functions

Other related functions as assigned.

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. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Experience using a personal computer. Proficient in Microsoft Office software. Experience with Outlook scheduling or equivalent. Excellent customer service skills. Organized, detail oriented, punctual and dependable. Ability to prioritize and handle busy workload at a fast pace during peak periods. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in business administration and three years of experience at the Administrative Assistant level. More than five years of experience in an executive level office. Have a demonstrated ability to interact professionally with management, administrators, and the public, as well as a commitment to service excellence. Motivation to work positively within a dynamic team environment in support of organizational objectives. Have the ability to work under pressure, meet deadlines, operate successfully in a multi-task environment and operate as part of a team. Experience preparing correspondence and reports. Experience scanning and filing electronic documents. Experience with Microsoft Word, Excel, Power Point, Outlook, and Visio including electronic calendars. Excellent oral and written communication skills and professional demeanor. University mainframe (DEFINE), FAMIS, and inventory system and procedures experience.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity May require additional hours, as needed.

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