Temporary Administrative Associate - Undergraduate Education, College of Natural Sciences - (UTEMPS)

Job Posting Title:

Temporary Administrative Associate - Undergraduate Education, College of Natural Sciences - (UTEMPS)

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Hiring Department:

UTemp Pool

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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 Until Jun 30, 2025

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this assignment is June 30, 2025.

Purpose

 Provide administrative support to the Undergraduate Education (UE) Operations Team within the College of Natural Sciences.

Responsibilities

• Office Management & Administrative Support: - Assist the Associate Dean for Undergraduate Education by managing and processing calendaring needs, including complex scheduling. Manage the CNS student associate dean email account and answer the office phone. Review and route emails, general correspondence, and newsletters to appropriate CNS faculty, staff, and students.

• Assist the director of operations by managing and processing calendaring needs, including complex scheduling. - Assist Assistant Dean for STEMx by managing and processing calendaring needs, including complex scheduling. - Manage office supply purchases and maintain overall office operations. Maintain cleanliness, inventory, and order in shared kitchen, copy room, and conference room.

• Distribute communications to the Undergraduate Education listserv and other groups as needed on behalf of the Associate Dean, Operations Team, and UE Wellness Committee. Meetings & Event Support: - Assist in coordination of meetings for Associate Dean and other key stakeholders as directed, including scheduling, booking space, ordering catering and managing purchasing, taking meeting notes, and providing remote modality options as needed.  

• Prepare and distribute meeting agendas for UE Leadership meetings, and take meeting notes. - Engage in day-before preparation and day-of execution for student-facing events in support of UE Events Coordinator. Financial: - Responsible for collecting and preparing receipts for processing, including uploading materials into shared Box folder, updating purchase logs, and routing to appropriate stakeholder/s on the Operations Team.

• In support of ProCard (VP7) approval, ensure that the approval checklist is fulfilled before handing it off to the Administrative Associate for processing and approval by checking that all receipts and supporting documentation are present and accounted for. HR: - Act as timekeeper by utilizing Workday to approve student worker timesheets on a weekly basis. - Additional HR administrative support as assigned. Other: - Additional duties as assigned

Required Qualifications

High school diploma/GED. 5 years of administrative experience or 1 year of experience at the Administrative Assistant level with a bachelor's degree. Must be able to work independently and/or in a team environment. Attention to detail and sharp organizational skills. Excellent verbal and written communication skills, interpersonal skills, and ability to problem solve. Ability to accurately ensure error-free preparation of financial and planning documents. Ability to effectively manage concurrent projects with accuracy. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required qualifications. Experience utilizing Microsoft Office suite or other office management software. Familiar with UT Austin's policies and procedures.

Hourly Rate

$22.00 + depending on qualifications

Working Conditions

• Attire: Business Casual

• Standard Office Environment, Use of manual dexterity, Repetitive use of a

• keyboard at a workstation, Lifting, pushing, or pulling, Standing

Work Shift

• Hours per week - 40

• The work schedule is from 8:00 a.m. to 5:00 p.m.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time