Administrative Assistant Jobs

Job Posting Title:

Administrative Assistant

Hiring Department:

Facilities Services

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Non-Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

AUSTIN, TX

Job Details:

General Notes

You belong at The University of Texas at Austin, where you can help change the world at work while receiving competitive pay and great benefits!

What sets you apart when you join UT?

As a Longhorn, you’ll be working for a globally recognized university. Your work will make a difference in the lives of faculty and staff, thereby enhancing the student experience. If you’re the type of person who wants to know your work has meaning and impact, you’ll like becoming a member of the Facilities Services team at UT. What’s more, the university fully promotes an equitable, diverse, and inclusive work environment. And with Facilities Services, you’ll have opportunities to grow and learn. We believe that everyone has the potential to be a leader, and we offer comprehensive leadership training and development programs. We want to help you achieve your career goals, because our goal is for you to have a long and rewarding career with us. In addition to that, hybrid or flexible work arrangements have now become available to some of our team members.

What benefits do I receive with UT? The university offers an impressive benefits package including, but not limited to:

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Tuition assistance
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation (8 hours/month), paid holidays (10+/year), sick time (8 hours/month), and longevity pay
• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Flexible spending account options for medical and childcare expenses
• Free access to UT Austin's libraries and museums with staff ID card
• Teachers Retirement System of Texas, a defined benefit retirement plan, with 8% employer matching funds
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Expansive employee discount program including athletic tickets
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

For more information, assistance with completing an application, or other questions about joining Facilities Services, contact Oscar Newman at [email protected].

Or call 512-789-0916.

Responsibilities

• Other duties as assigned.
• Regular and punctual attendance. Manage and prioritize daily tasks. Follow instructions. Back up for other members of the Administrative Team. Assist in absence of co-workers and occasionally work a different shift.
• Participate in recruiting efforts through the various stages of hiring.
• Provide administrative support by copying and scanning, maintaining paper and electronic files, calendaring, coordinating travel and related expenses in DEFINE, tracking inventory and ordering supplies. Compose and type division correspondence, including preparation of outgoing mail, email and faxes. Collect, update and maintain quality control records. Verify accuracy of records or submissions.
• Prompt execution of employee records, including data entry, Daily Attendance and Time Reports, Workers Compensation and various other Human Resource documents.
• Practice excellent customer service when handling requests received in person, by computer, phone or fax. Process Trouble Calls and Event Work Orders that are generated in FAMIS.
• Work closely with the Senior Administrative Associate. Provide administrative support to operations managers and other leaders, including frequent operation of a UT vehicle.

Required Qualifications

High school graduation or GED. Three years of clerical experience. Effective written communication skills. Ability to multi-task, prioritize, and be a team player. Working knowledge of Microsoft Office Suite, including Outlook. Must have a valid driver license and an acceptable driving record.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Associates Degree. More than three years administrative support experience. Customer service experience. Ability to work well independently and within a team environment. Ability to analyze, take initiative and solve problems. Familiarity with SharePoint and Access. Demonstrated proficiency in Microsoft Office Suite. Stable work history. Successful completion of the Leadership Training program. Proficiency in multiple languages such as English, Spanish, ASL, French, Swahili, Kinyarwanda and Vietnamese.

Driving Required

A valid Texas, Class C, driver’s license is required to apply for this job; driving is an essential job function. 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.

Salary Range

$35,934 + depending on qualifications

Working Conditions

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

Work Shift

• Overtime may be required with little or no advance notice.
• Monday-Friday from 9AM-6PM, although the shift may change to 8AM-5PM.

Required Materials

• Letter of interest
• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.

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.

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.

Background Checks:

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

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.

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.

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.

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:

• E-Verify Poster (English) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]
• E-Verify Poster (Spanish) [PDF]

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.