The University of Texas at Austin Job Posting

Administrative Associate

Hiring department Dana Ctr Sci & Math Ed
Monthly salary $3,750+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 18-03-01-01-9026
Job Status Open
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location MCC Building (Northwest Austin)
Number of vacancies 1
General Notes

Occasional evening work and/or weekend event work and occasional travel by personal or rental vehicle and/or air travel with overnight stay involved.

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


To provide administrative support to the Directors of the Dana Center, event coordination and management.

Essential Functions

Coordinate calendars for the Chief Operating Officer; Managing Director, Director, Program Evaluation and Research; Director, Marketing and Communications; Director, Higher Education Strategy, Policy, and Service; and the Director, K-12 Strategy, Policy and Services. Manage conference and Zoom calls, schedule meetings including securing rooms, setting up room configuration and ordering food and supplies. Plan and coordinate logistical details for events, meetings, and conference participation while tracking deliverables and deadlines using Smartsheet. Research and secure venues while managing all event aspects. Manage conference logistics for state and national conferences. Work collaboratively with the Executive Director's team to coordinate meetings and events involving the Executive Director. Coordinate external events including creating participant registration and payment pages, event emails, vendor sourcing and session logistics using CVENT and/or other online event coordination and management software. Support business development functions with communications to clients regarding event logistics. Create and coordinate listserv emails and MailChimp emails for events, working collaboratively with the Communications staff to create cohesive messaging. Provide supplemental support for managing and coordinating the Managing Director's travel arrangements as needed. Provide coverage for the front desk from 3:00 pm to 5:00 pm, Monday through Friday. Provide backup coverage for the front desk as directed by the Team Lead for Administrative Function. Participate in processes and activities designed to establish an organizational culture that supports learning, collaboration, and collective responsibility in order to enhance professional relationships, job satisfaction, and organizational effectiveness.

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. Exceptional customer service with professional written and verbal communication skills. Ability to communicate effectively and professionally with different constituencies through a variety of media. Ability to problem solve with speed and creativity while employing good judgment and composure. Ability to work efficiently under pressure and with frequent interruptions. Ability to focus and meet competing deadlines. Expert time management and organizational skills with attention to detail. Ability to take initiative and work independently yet can lead and follow as part of a team. Prior experience with event planning, coordinating short courses, seminars, and workshops. Experience with managing calendars and supporting the work for senior leadership. Strong proficiency with software, especially MS Word, Excel, Outlook, and event management software. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Three years of relevant work experience. Proficient in CVENT, iCal and Smartsheet.

Working conditions

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

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