Temporary Administrative Associate - Healthy Horns - Counseling & Mental Health Center (CMHC) - (UTEMPS)

Job Posting Title:

Temporary Administrative Associate - Healthy Horns - Counseling & Mental Health Center (CMHC) - (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 Dec 20, 2024

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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 temporary assignment is December 20, 2024.

Purpose

 Support the Counseling Mental Health Center (CMHC) Administrative Staff with general administrative functions, including calendar and meeting scheduling, event coordination, Outlook and calendar management, office supply inventory verification and ordering as necessary, and DEFINE processes.

Responsibilities

• Provide customer service to staff, guests, and students who may come to the Counseling Mental Health Center (CMHC) Administrative office.  Provide Outlook/calendar support for leadership as appropriate. This may require coordination in a director's Electronic Health Record calendar.  Coordinate Room Reservations using internal rooming options through Outlook in addition to university room reservation systems such as Mazevo.

• Support requests for event coordination: receive and process requests as appropriate, maintain tracking tool for events (spreadsheet), create OOEF and route for signatures, maintain documentation to support payment through UT Box, ensure proper naming conventions and identification, read and answer correspondence related to events as appropriate.  Process requests for payment to vendors and reimbursement to staff by creating vouchers in DEFINE.  Office supply inventory verification and ordering as needed.  Distribution of mail.  Other relevant duties as assigned.

Required Qualifications

Bachelor's degree, one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience. General office administrative support experience. Experience supporting leaders with Outlook or other calendar management. Experience with event coordination. Experience with Microsoft Suite of tools Outlook, Teams, Excel, Word, PowerPoint, etc. Ability to evaluate multiple needs, set priorities, and manage time efficiently to complete assigned tasks Effective communication (oral, written, spoken) is essential. Regular and punctual attendance. Exhibits customer service-oriented behavior and excellent public relations skills in all aspects of work. Ability to maintain confidentiality of protected health information. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with other electronic-based room reservation systems such as Mazevo Experience with other electronic tools such as an EHR such as Point and Click. Extensive experience using DEFINE for purchase requests and voucher processing.

Hourly Rate

$20.00

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.,

• All hours will be onsite.

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 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