Administrative Associate

Job description

Administrative Associate Hiring department Ase-End-Chairs Monthly salary $2,791+ depending on qualifications Hours per week 40.00 Flexible from 700AM to 600PM Posting number 18-09-20-02-9026 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 None provided

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 special events, travel, and alumni coordinator for the Department of Aerospace Engineering and Engineering Mechanics at the Cockrell School of Engineering.

Essential Functions Responsible for planning, developing and coordinating ASE/EM department events and meetings, including Explore UT, Fall Festival, student receptions, alumni reunions, holiday parties, etc. Assist department staff with meeting/event catering and logistics as needed, such as External Advisory Committee meetings and graduate recruiting site visits. Coordinate special speaker visits, including travel and speaking arrangements. Handle travel arrangements and reimbursement for department including staff, students, visitors, and potential employees. Serve as department alumni relations representative, working closely with Cockrell School development officer to develop and coordinate future alumni programs such as alumni speaker series, distinguished alumni committee, etc. Responsible for updating alumni information and processing gifts in VIP system. Track departmental gifts and work with the Department Chair and student organizations to send gift acknowledgements. Assist communications coordinator with other department outreach requests as needed, including promotional items requests/orders, departmental visit/tour requests, etc.

Marginal/Incidental functions Additional tasks given.

Required qualifications Bachelor's degree and one year of administrative experience. Experience coordinating special events. Strong organizational skills and attention to detail. Excellent demonstrated oral and written communication skills. Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook). Works well in a team environment with the ability to communicate with administrators, staff, faculty, students and alumni with tact and diplomacy. Demonstrated time management skills and the ability to handle concurrent events/projects, organize priorities and meet deadlines. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications Bachelor's degree with at least three or more years of administrative/special events experience. Experience working with alumni/development and the public. Experience with UT travel policies and procedures. Experience with DEFINE and VIP. Experience crafting event/informational emails and distributing to large groups.

Working conditions May work around standard office conditions Repetitive use of a keyboard at a workstation Occasional weekend and after hours and some travel required.

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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Job No:
Posted: 10/4/2018
Application Due: 10/4/2027
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