The University of Texas at Austin Job Posting

 
This posting is Closed

Administrative Associate

Hiring department LBJ Public Affairs
Monthly salary $2,916+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 17-09-27-01-9026
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

None provided

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

To represent the LBJ School to all visitors, staff, faculty and students in person or by email or phone and to provide administrative support for the Dean's Office.

Essential Functions

Serves as the department receptionist and provides administrative support to the Dean's Office. Greets visitors, answers questions, handles phone, schedules rooms, assists with correspondence, organizes meetings. Occasionally maintains calendar for dean and, as needed, for Dean's Office staff. Responsible for professional and thoughtful communications when scheduling meetings and communicating with faculty, staff, students, and the general public. Assists Executive Assistant with office-related functions. Provides timely and thorough clerical support such as scheduling, filing, copying, faxing, etc. as required and completes special projects as assigned. Assists with and processes travel arrangements, bill payments and reimbursements for the Dean's office staff. Tracks expenses and maintains monthly budget updates for Dean's Office accounts. Responsible for distribution of campus and US mail and receiving incoming deliveries. Assists as needed with making copies, maintaining telephone and room assignment lists, and administering course instructor surveys. Orders and replenishes Dean's Office and LBJ School copy centers with all needed supplies. Orders supplies for the LBJ School Dean's Office and kitchen. Responsible for keeping the Dean's Office conference room, kitchen, and other common spaces clean and organized. Supervises two student workers each semester.

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 diploma or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Demonstrated proficiency with Microsoft Office (Word, Excel, Outlook), electronic calendars, email systems, and web applications. Demonstrated time management skills and attention to detail. Demonstrated ability to handle concurrent projects, organize priorities, and meet deadlines. Demonstrated ability to take initiative and work as a team member without day-to-day supervision. Professional demeanor in written and interpersonal communications and ability to communicate with administrators, faculty, staff, students and the general public with tact, diplomacy, and discretion at all times. Discretion and confidentiality in business dealings. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

At least three years of experience performing complex administrative functions. Experience with the UT DEFINE accounting system and a demonstrated proficiency with payment vouchers in DEFINE. Experience processing payments for professional services, visitors, and contractors, booking travel for staff and students, following all University policies and procedures. Knowledge of university structure, policies, rules, and procedures, including accounting policies. Spelling scores of at least 95.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity

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