Posted on 09/09/2017

Administrative Associate

The University of Texas at Austin - Austin, TX

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Job Description

Administrative Associate

 

 

 

 

Hiring department

 

Business

 

 

 

 

 

 

 

 

 

Monthly salary

 

 

 

$3,333+ depending on qualifications

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Hours per week

 

40.00 Standard from 800AM to 500PM

 

 

 

 

 

 

 

 

Posting number

 

17-09-08-01-9026

 

 

 

 

 

 

 

 

Job Status

Open

 

 

 

 

 

 

 

FLSA status

Non-exempt

 

 

 

 

 

 

 

Earliest Start Date

Immediately

 

 

 

 

 

 

 

Position Duration

Funding expected to continue

 

 

 

 

 

 

 

Position open to

all applicants

 

 

 

 

 

 

 

Location

Austin (main campus)

 

 

 

 

 

 

 

Number of vacancies

1

 

 

 

 

 

 

 

 

 

 

General Notes

 

 

 

 

 

As an Equal Opportunity Employer, the McCombs School of Business believes that diversity in our faculty, student, and staff populations is integral to our core purpose of educating leaders that create value for society. We welcome applicants from under-represented groups and those who can demonstrate a commitment to diversity.

 

 

 

 

 

 

 

 

 

 

 

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

 

 

 

 

 

Serve as ambassador and receptionist for the McCombs School of Business (MSB) and provide complex administrative support as part of the Business Affairs team.

 

 

 

 

 

 

 

 

 

 

 

 

 

Essential Functions

 

 

 

 

 

 

Serve as first point of contact in the MSB Dean's office and Business Affairs office by providing exceptional customer service. Greet visitors, answer questions and provide directions to the appropriate academic and program offices. Answer multi-line phone and field all questions that come to the school. Assist callers by providing requested information or forwarding the call to the appropriate office or individual. Maintain the reception area ensuring consistently professional appearance. Open and close the Dean's Office suite. Maintain lost and found items, log and work with UTPD on collecting items in a timely manner. Check out room keys to authorized individuals and maintain key checkout logs. Ensure keys are returned in a timely manner. Supervise student employees assisting with front desk coverage, filing, data entry, excel spreadsheets and other support necessary for Business Affairs staff. Ensure the students maintain a professional demeanor. Receive funds for MSB following all UT and MSB cash handling policies and procedures. Maintain check register log and check files for the MSB and the MSB Foundation. Update the log to reflect the transfer of funds to an individual and that funds have been deposited. This log must be maintained daily as it is vital process in cash handling procedures. Must be able to provide the log of all transactions related to cash handling of funds from receipt of the funds to the deposit of the funds. Serve as backup for: centralization system on the McCombs intranet, Cvent and Event Management (EMS) (or in new university systems as they are implemented) including responding to end user inquiries, solving user/system issues submitted through the Intranet Bug Buster system, maintaining lists and libraries, maintaining user authorizations, and preparing reports via SharePoint. Review and approve room and space reservations via the MSB Intranet system. Responsible for coordination with faculty/staff when they are trying to find a room - conflict resolution to meet the rooming needs of our faculty/staff. Review banner request for location, time frame, and UT/MSB related information. Ensure student orgs or outside UT offices have provided an account number or check for the cleaning deposit. Assist the Assistant Director for Business Affairs with assigned project. With the continued development and implementation of Workday, this position will provide more administrative support as needed.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Marginal/Incidental functions

 

 

 

 

 

 

Other related functions as assigned.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Required qualifications

 

 

 

 

 

 

High School graduation or GED. Five years of clerical experience. Experience using Microsoft Office including Outlook, Word and Excel. Excellent telephone skills. Demonstrated exceptional customer service, and communication skills. Proven interpersonal skills demonstrating tact, discretion, and diplomacy. Demonstrated high level of accuracy and attention to detail. Ability to multi-task and manage competing priorities. Demonstrated ability to handle confidential information with discretion. Proven record of punctuality and dependability. Professional dress and demeanor. Finalist candidates will be required to complete spelling, keyboarding and excel proficiency assessments.

Equivalent combination of relevant education and experience may be substituted as appropriate.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Preferred Qualifications

 

 

 

 

 

Bachelor's degree. Proficient knowledge of MS Office Suite. Experience creating pivot tables in Excel. More than five years of clerical experience. Experience with room scheduling. Experience as a receptionist. Experience using a multiline telephone. Cash handling experience. Experience working in a university setting. Experience working with a variety of constituents. Experience supervising student workers.

 

 

 

 

 

 

 

 

 

 

 

 

 

Working conditions

 

 

 

 

 

 

 

May work around standard office conditions

 

Repetitive use of a keyboard at a workstation

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Work space is in an open environment with frequent interruptions. Hours are 8:00 a.m. to 5:00 p.m. without exception and telecommuting is not an option for this position.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

A criminal history background check will be required

for finalist(s) under consideration for this position.

 

 

 

 

 

 

 

 

 

 

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.

 

 

 

 

 

 

 

 

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.

 

 

 

 

 

 

 

 

If hired, you will be required to complete the federal Employment

Eligibility Verification form, I-9. You will be required to present

acceptable, original

documents

to prove your identity and

authorization to work in the United States. Information

from the documents will be submitted to the federal E-Verify

system for verification. Documents must be

presented no later than the third day of employment. Failure to do

so will result in dismissal.

 

 

 

 

 

 

 

UT Austin is a Tobacco-free Campus

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