Administrative Associate University Housing and Dining All Applicants 40 Non-Exempt Sep 10, 2024 Expected to Continue UT MAIN CAMPUS

• This role involves answering phone calls and greeting visitors, customers, students, and vendors while processing maintenance requests and converting them into work orders, including coordinating pest control, laundry, and internet service requests with external vendors. Additional responsibilities include handling paperwork, processing forms, maintaining organized files, and following emergency procedures in response to incidents and security issues. The role also manages parking placards, reserves and maintains the area’s conference room and equipment, drafts professional correspondence and reports, orders and tracks office supplies while overseeing copy machine upkeep, and is responsible for maintaining office keys and other equipment to ensure their return at the end of each business day. Fire and Life Safety documentation assistance is required, along with processing programming paperwork and food order requests for events, submitting receipts and purchase logs to accounting weekly for payment. This position also trains student and professional staff on university purchasing and departmental programming guidelines, manages the Residence Life budget for the residential area, coordinates with vendors to schedule necessary services and repairs, and serves on Residence Life operational committees, providing administrative support to their functions.
• This role includes training on accounting duties to regularly reconcile purchases, processing procurement card paperwork and purchase orders, and submitting receipts and purchase logs to accounting weekly for payment. Additionally, the role is responsible for reviewing, processing, and issuing charges and fines to students, and coordinating with Accounting to manage requests for charge reversals. The position also involves placing orders for office supplies and equipment upon approval from the Assistant Director for both the area office and residence hall complexes, as well as corresponding with the department's Procurement Card team to address pro-card purchase requirements.
• This role serves as the front office receptionist, answering phones, responding to emails, and managing in-person requests for information. Responsibilities include checking voicemail, responding to phone calls and walk-in traffic from customers, vendors, staff, and students, and providing diplomatic and supportive customer service. A high degree of initiative and judgment is required to share information on University policies and procedures with residents while promoting a positive image of the residence halls. The position also ensures that the admin desk, lobby, conference room, and area office maintain a neat, professional, and welcoming appearance. Additional duties involve checking out supplies and equipment to residents, staff, and vendors, processing occupancy verifications, and assessing and updating the supervisor on maintenance and conduct trends across the area. This role also inputs and screens Maintenance Request Forms, communicates maintenance needs to Building Services and Facilities teams, and acts on emergency work orders immediately.
• This role involves seeking opportunities for development in all areas of performance with support from the supervisor. Duties include attending Residence Life all-staff meetings and area team meetings, driving a UT vehicle for material pickups and other errands, and assisting Complex Coordinators and other professional staff with the successful management of residence halls and/or apartment complexes. Additional responsibilities include performing other tasks as assigned by the supervisor, maintaining an acceptable driving record throughout employment, supporting the scheduling for the Assistant Director, and ensuring the security of both physical and electronic documentation. The role also involves creating new forms as needed, and receiving and disseminating items such as opening information, advertisement flyers, and blank forms to print.

• At least 5 years of clerical experience with a High School Diploma or at least 1 year of experience at the Administrative Assistant level with a Bachelor's Degree.

• Experience working at UT Austin.
• Experience working in higher education, student affairs, and/or residence life.
• Direct experience as the in-person, first point of contact, with internal and external customers in an office.
• Proficient with Microsoft Office programs: Power Point, Word, Outlook, and Excel.
• Effective communicator with excellent oral, written, and interpersonal communication skills.
• Outstanding organizational and time-management skills.
• Highly detail-oriented.
• Professional demeanor with tact and respect at all times.

• May work around standard office conditions
• Repetitive use of keyboard at a workstation
• Climbing stairs
• Lifting and moving

• Monday - Friday, 8:00AM - 5:00PM. Hours and days may vary based on business needs.

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

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. 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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