Temporary Administrative Associate - Kay Bailey Hutchison Energy Center - (UTEMPS)

Job Posting Title:

Temporary Administrative Associate - Kay Bailey Hutchison Energy Center - (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 Sep 30, 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 assignment is September 30, 2024. This temporary assignment may transition to regular status.

Purpose

 The position is the administrative associate for the Kay Bailey Hutchison Center and its four-member front-line team. This role will handle the back-office tasks of processing contracts, purchase orders, payment, etc. The role will also provide a day of assistance for events such as working check-in table, helping with name tags, etc.

Responsibilities

• DAY-TO-DAY OPERATIONS- Serve as the primary administrative associate for the Kay Bailey Hutchison Energy Center including multiple staff members, academic directors, and affiliated faculty. Submits and processes all required UT documentation related to travel, events, reimbursements, and purchases using the University's, McCombs Business School's, and the department's existing processes and systems. Utilizes existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Center-related expenses. Clearly tracks submission and receipt of funds in real time to manage expenses. Coordinates travel, including confirming flight and car arrangements, creating itineraries, and processing reimbursements for faculty members, staff members, leadership, and department meetings/events. Manages calendars often requiring independent decision-making. Directly schedule meetings, including doodle poll/availability compilation Compose and prepare relevant business correspondence, reports, presentations, materials, and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files. Responsible for team-focused collaboration and flexible contribution within Center-identified priorities. Serves as the primary point of backup and coverage for other team members. Related responsibilities may transition over time as the Center needs grow or shift. Other duties as assigned.

• EVENT COORDINATION - Provide support and coordination for events for McCombs centers via planning, marketing, executing, and corresponding with staff and volunteers for events (sizes ranging from 10-300 attendees) including forums, conferences, trade expos, roundtables, advisory committee meetings, career fairs, industry speakers, roundtables, galas, symposiums, and panel. This will include managing multiple registrations simultaneously, arranging facilities and catering, assisting with vendor payments, and coordinating travel arrangements of guests all in accordance with UT policies and procedures.

• DATABASE MANAGEMENT  Compile, update, and maintain email lists and contacts in UT databases. Process contact reports for events/meetings/visits, etc. Assist in the management of KBH Energy Center and McCombs Energy Council membership dues.

Required Qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Demonstrated success in a customer service environment and the ability to communicate effectively with different constituencies through a variety of media. Effective communication skills and ability to work independently as well as collaborate in a team-oriented environment Previous success managing multiple projects, assessing work priorities, and as well as regular ability in meeting deadlines. Demonstrated proficiency in organizing and recording data. Proficiency with software, especially MS Word, Excel, and Outlook and comfort learning new technologies Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in Communications or Business. More than the required relevant experience. Experience with building professional relationships with students, sponsors and/or other external stakeholders through outreach and other forms of engagement. Prior experience with event planning: conferences, trade expos, round tables,