The University of Texas at Austin Job Posting

This posting is Closed

Administrative Associate

Hiring department Mechanical Engineering
Monthly salary $3,583+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 18-02-12-01-9026
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


Provide dependable, high-level administrative support to plan, coordinate and execute the successful implementation of all department events for both internal and external constituents.

Essential Functions

Assist ME Academy of Distinguished Alumni (MEADA) with MEADA communications, endowment maintenance in conjunction with the dept. FA, and additional gift or funds solicitation, budget maintenance, election cycle, and outreach programs. Manage MEADA annual banquet/induction ceremony and business meeting. Work with Comm. Coord. on invite, script, slide show and print materials. Maintain alumni addresses. Coordinate depart. alumni events, alumni reunions, and outreach activities. Execute, plan, and attend Corporate and Alumni Events such as ME Alumni Tailgate and other community events determined by the Chair. Coordinate the dept. seminar programs and CARE Meetings for the dept., scheduling meetings for visitors, set-up, and clean-up of seminar refreshments. Manage posting and communications of seminars. Schedule, plan and manage dept. fall and spring gatherings, retirements, holiday parties, birthdays, staff meetings, and all other possible dept. events. Work with Graduate Coordinator and Travel Coordinator to execute annual graduate student recruiting event by coordinating all meals and catering, hotel room block and contract negotiation, room reservations, and coordination of poster session. Work with both Undergrad and Graduate Advising Teams to execute other student activity events like graduation receptions, and poster symposiums. Process all event vendor contracts through the UT Business Contract Office. Coordinate event invoice payments with appropriate accounts/payable staff. Ensure timely notifications, RSVP and follow up information is distributed and tracked, and relevant information is appropriately advertised. Oversee all event logistics, including venue selection, budget forecasting and assisting with event-related contracts in accordance with University and Cockrell School policy. Act as a liaison between venue/facility staff and all vendors. Supervise volunteers and on-site staff in event execution, ensuring University and department policies are followed and event-related issues are addressed professionally and efficiently. Coordinate post-event reporting, including developing metrics to measure event success and provide recommendations for improving future events. Establish and maintain effective working relationships with vendors, representatives of private facilities, corporate partners, alumni and individual donors. Liaise with college and university event planning and event support staff to ensure successful collaboration. Departmental catering contact to include seminars, faculty research meetings, CARE meetings, and other meetings. Departmental room scheduler. Book rooms by registrars room scheduling system and on the ME room reservation calendar and sends email confirmation to requestors. Contact and coordinator for Explore UT and other Departmental Charitable Events (Hearts of Texas and Orange Santa). May assist Chairs Assistant with External Advisory Committee meeting event logistics. Work with the Communications Coordinator to manage and promote the ME events. May manage departmental social media channels like Facebook, Twitter, Linkedin and Flicker, growing followers and enhancing impressions, monitoring questions, comments and conversations, and actively engage with audiences. Continually monitor social media trends, looking for way to improve and expand the departments social media presence.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelors degree and one year of clerical experience or high school graduation/GED with five years of clerical experience; Knowledge of UT policies and procedures; Ability to work some evenings and weekends; Ability to work without direct supervision; Capable of managing multiple deadline driven projects simultaneously; Ability to work in a fast-paced environment; Ability to communicate clearly and effectively; Detailed oriented. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

One year experience in event planning, program administration or program coordination. Experience with DEFINE. Experience with FileMaker Pro. Experience with Eloqua.

Working conditions

May work in all weather conditions May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Lifting and moving Position will be required to work some evenings and weekends throughout the year depending on the event.

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