Senior Administrative Associate Extended Education Ventures All Applicants 40 Non-Exempt Oct 01, 2024 Expected to Continue UT MAIN CAMPUS

• Office Administration: This includes providing administrative support for the TCC team, promptly addressing client and visitor needs, and efficiently maintaining high standards of customer service. Acts as a liaison between departments, ensuring clear communication and accuracy of correspondence align with university policies. Oversees records retention schedules and disposal of records in compliance with university policies and procedures. Places UT Market and Amazon purchase requests for office supplies and equipment. Coordinates hiring of student employees. Assists in onboarding new employees and ensuring they are familiar with office protocols. Works closely with the TCC Associate Director and Director on projects as needed.
• Finance and Accounting Support: Assists in managing the daily financial processes related to the Thompson Conference Center. Communicates with TCC clients about their invoices, distributes invoices, and oversees collections process. Collaborates with Academic Affairs Central Business Services team to reconcile invoices. Serves as delegated backup to TCC accounting lead on client deposits, including check and credit card processing. Oversees Pro Card (University-issued credit card) reconciliation. Performs reconciliation and research account receivables for TCC’s in-house catering department. Provides comprehensive office management to include accurate budget and expenditure tracking for office.
• Events Support: Works directly with the TCC staff monitoring and supporting events. Serves as backup for conference coordinators in handling customer service needs of on-site conference clients. Assists with answering questions for clients by reviewing Mazevo event reservation system. Updates room reservation and technology requests for scheduled programs and events as necessary. Runs billing or revenue reports in Mazevo. Takes the lead in organizing and facilitating internal departmental meetings. Provides on-site direction for successful execution of EEV Leadership meetings by providing support services before, during, and after an event. Assists Associate Director and Director to coordinate meetings and appointments. Attends and prepares materials for weekly TCC operations meeting.
• Vendor Management: Serves as the point of contact for internal and external vendors. Develops and maintains vendor relationships, ensuring the delivery of services, performance monitoring, resolving issues, and negotiating contracts and agreements to secure favorable terms and prices. Generates vendor purchase orders throughout the year. Ensures fulfillment of payment to vendors and maintains vendor records in UT Box. Coordinate parking permits with Parking and Transportation Services (PTS) for TCC Lot 40 and learn to use the parking validation software for UT garages.
• Maintenance and Facilities: Provides support for TCC building maintenance and facilities efforts. Generates maintenance requests and coordinates TCC Custodial Services for building needs. Tracks all facility trouble calls to completion. Tracks monthly maintenance expenses on operations spreadsheet. Submits key requests for TCC operations. Assists in maintaining the audio-visual inventory database and makes corrections in Mazevo reservation system as needed. Places maintenance calls to the copier company and bills for internal department copier usage.

• Work performed in standard office environment.
• Repetitive use of keyboard at a workstation.

• Resume/CV
• 3 work references with their contact information including email addresses; 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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