Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

University Development Office

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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:

Feb 07, 2024

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

Purpose

To serve as a member of Texas Gift Operations team and the University Development office by assisting with staff support needs and daily administrative responsibilities.

Responsibilities

• Staff front desk from 8am-5pm as assigned. Complete open and closing procedures.

• First point of contact for the Development building: fielding phone calls, welcoming new arrivals, directing people to other departments/individuals, go-to for other questions about building procedure and submitting building repairs in collaboration with building procurement manager.

• Manage parking passes and log.

• Distribute and handle incoming/outgoing packages.

• Work with finance to submit proper documentation for Document Solution deliveries.

• Manage front desk coverage calendar and ensure the desk is staffed during operating hours.

• Efficiently and accurately check in gift batches at the front desk. open, copy, date stamp and distribute all incoming documents.

• Prepare mail receipts for pick up by UT Mail Services on a daily basis. Sort and distribute incoming mail in a timely fashion.

• Work with the Finance team to monitor office supply and refreshment inventory for reorder.

• Back up the rest of the TGO team as needed.

• Other duties as assigned.

Required Qualifications

• Bachelor's degree. 

• A combination of one year of experience assisting with fundraising programs or performing complex administrative functions. 

• Strong customer service skills. 

• Highly effective communication skills (written, verbal, interpersonal). 

• Project management skills. 

• Capable of working independently and under pressure, while also engaging in collaboration between teams. 

• Excellence in problem-analyzing, problem-solving. 

• Demonstrated high attention to details and accountability. 

• Ability to use discretion and maintain integrity and professionalism.  

• High degree of proficiency in computer applications, including Microsoft Office. 

• Demonstrated excellent organizational skills with attention to detail. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than five years of administrative assistance experience. Experience with VIP database and DEFINE. Working knowledge of UT Austin's policies and procedures.

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Salary Range

$50,000 + depending on qualifications

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.

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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 lat