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Administrative Assistant

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Job Posting Title:

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Hiring Department:

Campus Operations

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

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FLSA Status:

Non-Exempt

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Earliest Start Date:

May 12, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
Voluntary Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick time, and holidays
Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Robust free training access through LinkedIn Learning plus professional conference opportunities
Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin's libraries and museums with staff ID card
Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards .

Security sensitive; Criminal background check conducted on selected applicant. Hiring decision is contingent on applicant clearing check. This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code §51.215. Applications will be reviewed online by the hiring department.

Purpose

Operational Safety and Compliance is dedicated to maintaining a professional and welcoming environment for all visitors and staff. We are seeking a detail-oriented and proactive Administrative Assistant to join our team and support our daily operations.

Responsibilities

Front Office Management: Maintain a welcoming and professional environment in main office lobby. Greet visitors, direct calls and emails to appropriate personnel. Mail and package handling: Oversee mail distribution, receive packages, and make arrangements for deliveries.
Purchasing and Travel Coordination: Handle departmental purchase and travel requests, interdepartmental and letter billing, and maintain general office supplies.
Accounting & Finance: Manage ProCard and departmental travel cardholder responsibilities, including monitoring access to cards and monthly reconciliation.
Records Management: Assist with records management and standard operating procedures project and process, including document coding, filing, and records disposal requests.
Fleet Management: Reconcile vehicle fleet mileage monthly, manage UT Driver system for departments, drive University vehicles, and maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4.
Research & Data Support: Provide research and data for projects within Operational Safety and Compliance departments. Offer clerical support, including drafting internal communications, and providing backup support to the Administrative Services Officer.
Access & Inventory Management: Assists with key box and BACCS access, and conduct annual inventory.
Perform other related functions as assigned. Work is performed in accordance with normal trade practices and is inspected for conformity to standards, quality and quantity by journey-level employees or supervisor. Attends staff meetings, safety training and meetings. Complete plant operation and maintenance training courses. Training certification required within 18 months. May report to the PRC Campus. Drive University vehicles. Maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4. Required to carry University cell phone.

Required Qualifications

Proven experience as an Administrative Assistant or in a similar role for at least one year and at least 3 years' clerical experience. Excellent organizational and time management skills. Strong communication and interpersonal abilities. Ability to handle multiple tasks and prioritize effectively. Proficient using Microsoft Office programs, specifically, MS Word, MS Excel, and Outlook. Diploma (High School) or GED.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Three years of administrative or customer service experience. Experience using Smartsheet, records management, and light data analytics. Experience with UT Austin systems for finance, inventory, and accounting.

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

$37,500 + depending on qualifications

Working Conditions

Standard office
Keyboard
Climbing of stairs and ladders
Lifting and moving
Business casual attire

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 Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Average salary estimate

$37500 / YEARLY (est.)

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$37500K

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What You Should Know About Administrative Assistant, UTAustin

Join the vibrant team at the University of Texas at Austin as an Administrative Assistant! This is a fantastic opportunity for anyone looking to make an impact on the lives of staff and students alike. As an Administrative Assistant with Campus Operations, you will play a crucial role in ensuring our daily functions run smoothly. Your day-to-day tasks will include managing front office responsibilities, greeting visitors, handling mail and packages, coordinating purchasing, and assisting with travel requests. You'll also dive into record management, manage finances, and gather research data to support various projects. Yes, there’s a lot to juggle, but if you have excellent organizational and multitasking skills, you will thrive in this supportive environment. We're looking for someone with at least one year of administrative experience, strong communication skills, and proficiency in Microsoft Office, particularly Excel and Word. Plus, your driving license will come in handy for the occasional university vehicle use! If you are eager to learn, grow, and contribute to a prestigious institution, let’s get your application rolling! With great benefits like health insurance, retirement plans, and educational discounts, this position isn't just a job; it's a pathway to a fulfilling career with purpose. So if you're ready to join a team dedicated to excellence in higher education, we can’t wait to hear from you!

Frequently Asked Questions (FAQs) for Administrative Assistant Role at UTAustin

What are the key responsibilities of the Administrative Assistant at the University of Texas at Austin?

As the Administrative Assistant at the University of Texas at Austin, you will handle various responsibilities including front office management, mail and package handling, and assisting in purchasing and travel coordination. You'll also be involved in accounting tasks, records management, and providing research support. This role is essential to maintaining a professional and welcoming environment for both staff and visitors.