Temporary Administrative Associate - Department of Management - (UTEMPS)

Job Posting Title:

Temporary Administrative Associate - Department of Management - (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 Oct 31, 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 October 31, 2024. This temporary assignment may transition to regular status.

Purpose

The administrative associate role will provide operational support to the Department of Management.

Responsibilities

• Office support: maintain copier, troubleshoot; make copies; develop and maintain filing system for dept records; submit payments for faculty (RTAs, OOEFs, etc) including detailed tracking system; proactively work with faculty members to collect receipts for reimbursement; receive web content from dept designees and update; assist administrative operations manager with projects; prepare office-wide emails, documents, and reports. Maintain desk manual for all duties and responsibilities.

• Mail and contact information: sort mail; maintain contact information (email addresses and phone numbers) for department staff, faculty, and Ph.D. students, including a forwarding mail list for former faculty and students; serve as point person for e-ship, including creating mailing labels; create packets for prospective faculty and students and send via US Mail in a timely manner.

• Inventory and supplies: Maintain database of current department inventory and location; lead annual inventory initiative to include requesting and filing Offsite Inventory Forms; order supplies; maintain appropriate levels of commonly used supplies; order business cards and name/door plates.

• Event planning and room reservations: assist with scheduling department events, meals, and making reservations. Coordinate schedule for two department-owned rooms. Assist faculty with speaker series arrangements and recruiting process. Assist faculty and staff in scheduling meetings.

Required Qualifications

Bachelor's Degree with one (1) year of experience at the Administrative Assistant level or High School Diploma and five (5) years of clerical experience. Ability to work occasional evenings to support department events Exceptional organizational and multi-tasking abilities with strong attention to detail. Excellent interpersonal and communication skills, both written and verbal. Proficient with Microsoft Office suite, and other relevant technology. Creative problem-solving skills and the ability to work well under pressure. Success working in a team setting. Demonstrated ability to communicate with a large population and a service-minded approach to executing job functions. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree and 2-3 years experience performing complex administrative functions. Experience in an academic or higher education setting. Knowledge of university procurement and payment policies.

Hourly Rate

$21.00

Working Conditions

• Attire: Business Casual

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

Work Shift

• Hours per week - 40.

• The work hours are from 8 to 5.

• The schedule includes a one-hour lunch break, traditionally, from 12 pm - 1 pm

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 cha