Administrative Associate, Texas Engineering Belonging & Engagement, Cockrell School of Engineering

Job Posting Title:

Administrative Associate, Texas Engineering Belonging & Engagement, Cockrell School of Engineering

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Hiring Department:

Cockrell School of Engineering

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

Purpose

The Administrative Associate for Texas Engineering Belonging and Engagement (TEBE) is responsible for providing general administrative support, managing budgets, participating and planning events, and supervising student employees. This role supports the TEBE mission through accounting, budgeting, travel, reimbursements, administrative functions and more.

Responsibilities

• Budget Management: Manages accounting procedures and budgets for EOE and WEP through the Cockrell School Business Affairs Office. Manages EOE and WEP office systems such as maintaining an inventory of office supplies, ordering office supplies and ensuring office equipment is in working order. Manages travel procedures for EOE and WEP (i.e. RTAs, APS, Concur and travel booking). Manages corporate partnership invoices and track receipt of corporate funds. Processes scholarship payments, gifts in VIP; deposit program income.

• Administrative Duties: Provides administrative support for Executive Director of TEBE. Assist with appointment scheduling, answer routine student questions. Creates various reports for TEBE office. Provides administrative support.

• Additional Administrative Support: Participate and assist with other TEBE/Cockrell School of Engineering events and programs. Assist with current student programs and events. Establish and maintain positive and collaborative working relationships with individuals and organizations across UT and in the community. Attend relevant meetings and conferences.

• Office Manager: Manages the flow and details of the daily office routine. Trouble shoots problems as they occur. Maintains calendar scheduling. Manages the front desk and supervises 10 student workers. Hire and provide customer service training to student workers, develop student work schedules, process timesheets, and provide information to students on a daily basis on current calendar activities in order for them to give accurate information for all 3 semesters. 

• Other related functions as assigned.

Required Qualifications

• Bachelor's Degree and one year of relevant administrative experience

• Experience working with software for databases, spreadsheets, and/or presentations. 

• Attention to detail. Professional demeanor with tact and respect.

• Familiarity with video and web conferencing software such as Zoom and Microsoft Teams. 

• Excellent written and verbal communication skills. 

• Excellent interpersonal skills.

• Excellent problem solving and organizational skills.

• Ability to work in a positive, team-oriented environment providing friendly customer service. 

• Ability to multi-task and effectively manage concurrent projects with accuracy.

• Ability to work effectively in an office space with many interruptions. 

• Ability to travel and to work occasional weekends and evenings. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Two or more years of relevant adminis