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Administrative Associate

2 months ago

Austin, United States TransForce Full time

Job Posting Title:

Administrative Associate

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Hiring Department:

University Housing and Dining
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Position Open To:

All Applicants
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Weekly Scheduled Hours:

40
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FLSA Status:

Non-Exempt
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Earliest Start Date:

Sep 02, 2024
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Position Duration:

Expected to Continue
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Location:

BRACKENRIDGE APARTMENTS
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Job Details:

General Notes

BENEFITS: UT Austin offers a competitive benefits package that includes:
  • 100% employer-paid basic medical coverage
  • Retirement contributions
  • Paid vacation, sick time, and holidays
  • Career growth & professional development
Please visit our Human Resources (HR) website at to learn more about the total benefits offered when you join our team

This position will work on campus at our East Campus Graduate Housing office.

Purpose

Provide leadership and oversight of the administrative and relational duties for the East Campus Graduate Apartments Office. This position is also responsible for providing excellent customer service to residents and guests, on-site support of desks, distribution of mail, and completes departmental reports.

Responsibilities
  • Perform administrative functions at front desk, including processing check-in and check-outs, file paperwork, creating reports, submitting IT, maintenance, door access, and HR tickets. Oversee the process of mail/package delivery and distribution for the front desk; Coordinate and correspond with the Administrative Assistant for Residential Mail about any delivery issues and work with them to resolve; Create a monthly report of packages received, sorted by delivery vendor. Perform key control and oversee key audits at front desk, including both physical keys and key fobs. Respond to incidents and security issues by following emergency procedure protocols. Write professional correspondence and reports. Draft and send messages for communication to residents regarding maintenance projects, inclement weather, and other related information from area or University Housing and Dining (UHD). Order and inventory office supplies, manage copy machine upkeep. Process procurement card paperwork and purchase orders. Assist with Fire and Life Safety documentation. Complete data analysis and assessment for East Campus Graduate Apartments.
  • Serve as front office receptionist, answer phones, respond to emails and manage requests for information in person. Assist with apartment and building tours. Provide diplomatic and supportive customer service. Exercise a high degree of initiative and judgment. Provide information about University policies and procedures to residents and guests. Promote a positive image of the apartment complexes. Ensure a neat, professional, and welcoming appearance at the desk and lobby. Check out supplies to residents. Submit maintenance request forms as needed; Replace/create signage; Assess and respond to the administrative needs in the area. Update supervisor on maintenance and customer trends.
  • Assist with the selection, training, and scheduling of Desk Assistants within building complex. Provide oversight for Desk Assistants within building complex, including, but not limited to, monitoring quality of desk operations, approving time records and adjusting staff assignments to meet the daily operational needs of the desk. Assist Complex Coordinator and other professional staff members with the successful management of the apartment community.
  • Seek opportunities for development in all areas of performance with assistance from supervisor. Attend Residence Life all staff meetings and Apartments team meetings. Represent Residence Life on committees and task force including but not limited to: Special work groups related to Star Rez, Roompact, other internal software systems, and departmental committees. Drive UT vehicle to pick up materials and other errands. Perform other duties as assigned by the supervisor. Maintain an acceptable driving record throughout employment.
Required Qualifications
  • At least 5 years clerical experience with a High School Diploma, or at least 1 year experience at the Administrative Assistant level with a Bachelor's Degree.
Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
  • Three (3) years of experience working full-time in an educational setting.
  • Experience working in a customer service setting.
  • Experience working with distributing packages and/or mail operations.
  • Experience managing and/or working with business accounts and purchasing.
  • Experience organizing and managing office supply inventory.
  • Experience working in a high-energy, fast-paced environment.
Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Salary Range

$43,500+ depending on qualifications

Working Conditions
  • May work around standard office conditions
  • Repetitive use of keyboard at a workstation
  • Climbing stairs
  • Lifting and moving
Work Shift
  • Monday - Friday, 8:00am-5:00pm. Hours and days may vary due to business needs.
Required Materials
  • Resume/CV
  • 3 work references with their contact information; at least one reference should be from a supervisor
  • Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.
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Employment El