Administrative Associate Job at University of Texas at Austin
Job Posting Title:
Administrative Associate
-
Hiring Department:
Moody College of Communication
-
Position Open To:
All Applicants
-
Weekly Scheduled Hours:
40
-
FLSA Status:
Non-Exempt
-
Earliest Start Date:
Immediately
-
Position Duration:
Expected to Continue
-
Location:
UT MAIN CAMPUS
-
Job Details:
At Texas Immersive Institute (TXI), we aim to provide access to emerging technology and research to design for artists, scientists, and humanists who use storytelling to share solutions to big problems that are responsive, responsible, and remarkable. Our goal is to be a leading voice in the future of communication and media through applied creative and research projects using a mixture of live communication methods and emerging technologies. We seek staff members who are self-motivated but collaborative and willing to be creative in the management of their work environment.
Purpose
Provide administrative support to Texas Immersive Institute (TXI) at the Moody College of Communication. Assist the TXI Founding Director and Program Manager with administration and program execution and communication.
Responsibilities
Administrative Support
Process expense authorizations, purchase requests, bill payments, and individual reimbursements using UT Austin and Moody’s intranet system.
Provide administrative support for TXI internship hires and fellowship fund.
Document processes and organize TXI documents via UT Box and OneDrive and manage access.
Provide support to affiliated student organization, D.I.V.E. (such as ordering food, materials and booking rooms)
Attend various staff meetings as appropriate; take notes at meetings as needed.
General office duties, research, and inquiry referrals.
Schedule meetings and send calendar notifications.
Order office and event supplies.
Keep records of all finances – income and expenses in a budget spreadsheet.
Event and Program Support
Provide general support for events including TXI’s core programming, external meetings, workshops, guest speakers.
Support TXI programming development as needed from the Program Manager or Founding Director; examples of incidental needs include research on other school’s programs, discussions with students, and schedule management.
Plan logistics and calendaring for TXI events and programming throughout the academic year.
Work with Media and Tech services as needed for TXI activities, schedule recordings, reserve equipment, and interface with tech representatives to maintain the TXI lab.
Maintain member lists, support planning and execution, send invitations, and manage event registration.
Submit room reservations.
Manage catering orders.
Coordinate with administrative staff of campus partners for joint events and programs.
Assemble event/program materials for use during academic year.
Communication and Brand Support
Manage branded products – coordinate with vendor, process licensing requests, execute orders, and manage inventory.
Contact campus and community partners with event information, as directed by the Program Manager.
Complete the Moody’s CMO office’s social media calendar at the direction of the Program Manager.
Manage mailings (including procurement of materials and sending packages).
Manage and update website content as directed by Program Manager.
Support the Program Manager in documenting impact for events and programs; help develop and distribute surveys as needed, and compile results
Support the Program Manager in developing TXI’s Annual Report
Other related duties as assigned
Required Qualifications
Five plus years of clerical experience with diploma
Strong written and oral communications skills needed.
Competent in Microsoft Office products (Word, Excel, PowerPoint a must), Microsoft products (OneDrive management a must),
Strong organizational skills and attention to detail.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience working in administration for The University of Texas at Austin and an understanding of university organizational, cultural, and academic structure as well as knowledge of resources.
Databases (MailChimp) and social media use (Instagram and LinkedIn a must).
Graphic design experience a plus. Canva and/or Adobe Creative Suite such as Photoshop, Illustrator, Premiere experience a plus.
We are looking for an organized problem-solver with an entrepreneurial mindset and heart for impact.
Salary Range
$42,000 + depending on qualifications
Working Conditions
Typical office environment with possibility of a Flexible Work Arrangement (FWA), or hybrid schedule.
Work Shift
Occasional extended hours for guest speakers and special events.
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.
-
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.
Please Note :
ajayjain.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, ajayjain.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.
Administrative Associate
-
Hiring Department:
Moody College of Communication
-
Position Open To:
All Applicants
-
Weekly Scheduled Hours:
40
-
FLSA Status:
Non-Exempt
-
Earliest Start Date:
Immediately
-
Position Duration:
Expected to Continue
-
Location:
UT MAIN CAMPUS
-
Job Details:
At Texas Immersive Institute (TXI), we aim to provide access to emerging technology and research to design for artists, scientists, and humanists who use storytelling to share solutions to big problems that are responsive, responsible, and remarkable. Our goal is to be a leading voice in the future of communication and media through applied creative and research projects using a mixture of live communication methods and emerging technologies. We seek staff members who are self-motivated but collaborative and willing to be creative in the management of their work environment.
Purpose
Provide administrative support to Texas Immersive Institute (TXI) at the Moody College of Communication. Assist the TXI Founding Director and Program Manager with administration and program execution and communication.
Responsibilities
Administrative Support
Process expense authorizations, purchase requests, bill payments, and individual reimbursements using UT Austin and Moody’s intranet system.
Provide administrative support for TXI internship hires and fellowship fund.
Document processes and organize TXI documents via UT Box and OneDrive and manage access.
Provide support to affiliated student organization, D.I.V.E. (such as ordering food, materials and booking rooms)
Attend various staff meetings as appropriate; take notes at meetings as needed.
General office duties, research, and inquiry referrals.
Schedule meetings and send calendar notifications.
Order office and event supplies.
Keep records of all finances – income and expenses in a budget spreadsheet.
Event and Program Support
Provide general support for events including TXI’s core programming, external meetings, workshops, guest speakers.
Support TXI programming development as needed from the Program Manager or Founding Director; examples of incidental needs include research on other school’s programs, discussions with students, and schedule management.
Plan logistics and calendaring for TXI events and programming throughout the academic year.
Work with Media and Tech services as needed for TXI activities, schedule recordings, reserve equipment, and interface with tech representatives to maintain the TXI lab.
Maintain member lists, support planning and execution, send invitations, and manage event registration.
Submit room reservations.
Manage catering orders.
Coordinate with administrative staff of campus partners for joint events and programs.
Assemble event/program materials for use during academic year.
Communication and Brand Support
Manage branded products – coordinate with vendor, process licensing requests, execute orders, and manage inventory.
Contact campus and community partners with event information, as directed by the Program Manager.
Complete the Moody’s CMO office’s social media calendar at the direction of the Program Manager.
Manage mailings (including procurement of materials and sending packages).
Manage and update website content as directed by Program Manager.
Support the Program Manager in documenting impact for events and programs; help develop and distribute surveys as needed, and compile results
Support the Program Manager in developing TXI’s Annual Report
Other related duties as assigned
Required Qualifications
Five plus years of clerical experience with diploma
Strong written and oral communications skills needed.
Competent in Microsoft Office products (Word, Excel, PowerPoint a must), Microsoft products (OneDrive management a must),
Strong organizational skills and attention to detail.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience working in administration for The University of Texas at Austin and an understanding of university organizational, cultural, and academic structure as well as knowledge of resources.
Databases (MailChimp) and social media use (Instagram and LinkedIn a must).
Graphic design experience a plus. Canva and/or Adobe Creative Suite such as Photoshop, Illustrator, Premiere experience a plus.
We are looking for an organized problem-solver with an entrepreneurial mindset and heart for impact.
Salary Range
$42,000 + depending on qualifications
Working Conditions
Typical office environment with possibility of a Flexible Work Arrangement (FWA), or hybrid schedule.
Work Shift
Occasional extended hours for guest speakers and special events.
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.
-
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.
Please Note :
ajayjain.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, ajayjain.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.