Senior Administrative Associate/Travel Coordinator

Job Posting Title:

Senior Administrative Associate/Travel Coordinator

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Hiring Department:

Department of Economics

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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 from FLSA

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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:

Purpose

The Department of Economics is hiring a Travel/Seminar/Conference Coordinator to oversee weekly seminars, faculty travel reimbursements, 3 - 5 conferences annually, recruitment seminars, and co-direct the ECON annual commencement.

Responsibilities

Senior Administrative Associate/Travel Coordinator:

Preparation of Seminars for the Department, (3-5 speakers weekly):        

• Contact with Faculty Host and guest speaker
• Coordinate hotel reservations, flight and ground transportation
• Coordinate guest list and daily schedule of meetings
• Work with speakers if there is any special needs (computer, projector, etc.)
• Reimburse each visitor for their travel expenses that incurred during the trip after their visit.  VE5, VP5, PIF, GGV, VP2. 
• Reimburse faculty members for luncheons and dinners, VPE.

Conferences (3-5 annually):                                                                            

• Meet with faculty host for the Conference and arrange venue, meals, refreshments, for the Conference
• Make travel arrangement for each attendee (usually 20 per conference), same coordination as the seminars
• Make transportation for participants on Conference Day
• Coordinate Conference schedule and make arrangements for equipment
• After the conference, reimburse each attendee’s claims on the travel expenses
• Bill and Collect payment from other Co-organizers

Recruitment Seminar (25-30 annually):                                                            

• Establish with Chairman and EA a schedule of Candidates
• Contact the Candidate, Coordinate hotel reservations, flight and ground transportation
• Coordinate guest list, executive committee members interviews and daily schedule of meetings
• Make appointments with Dean’s office and other Dept/Centers of interest
• Work with speakers if there is any special needs (computer, projector, etc.)
• Reimburse each visitor for their travel expenses that incurred during the trip after their visit.  PIF, GGV, VP2. 
• Reimburse faculty members for luncheons and dinners, VPE.

Faculty members’ travel:                                                                               

• Reimburse each faculty members after their travel – VP5 including domestic and foreign travel.

Lunch seminar: (1-3 per week)                                                              

• Communicate with faculty members and lunch seminar speakers

Commencement Ceremony:                                                                        

• Serve as Commencement Directory for the department’s Ceremony
• Arrange and conduct meetings with the organizing committee, volunteers, ECO staff, faculty and others involved.
• Coordinate guest speaker’s travel arrangement (duties similar to coordinating a seminar)
• Recruit volunteers from within Economics and Liberal Arts departments
• Work with the Chairman, Executive Assistant, faculty members, staff,  volunteers, and staff of the Gregory Gym to assure all areas covered from check-in to reception
• Final meetings, check-list and preparation

Other duties as required:                                                                                  

• Provide general service to faculty, staff and students as called upon and on a daily basis.
• Serve as a back-up to the front desk and work with staff on other projects and tasks.
• Other miscellaneous duties as assigned by Administrative Manager
• Follow-up after projects

Required Qualifications

• Bachelor’s Degree.
• Three years of experience with clerical function, including one year of experience at either the Administrative Assistant or Administrative Assoc. level.
• Excellent written and interpersonal communication skills.
• Ability to utilize sound judgment, discretion and maintain confidentiality. Proficient knowledge of word processing and spreadsheets i.e.: Microsoft word, Excel, Outlook. 
• Exc