Senior Administrative & Events Associate, Department of Computer Science

Job Posting Title:

Senior Administrative & Events Associate, Department of Computer Science

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Hiring Department:

Department of Computer Science

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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:

Sep 30, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The University of Texas at Austin Computer Science Department boasts a top-ten ranking because of its high-quality academic and research programs.  It is responsible for convening faculty and students to showcase research capabilities and connect with external institutions to establish new partnerships. We are also a community that celebrates and highlights our accomplishments, including honoring graduates from our programs and spotlighting alumni who become leaders in industry. Competitive candidates will have exceptional organizational skills and experience promoting and executing high-quality events, preferably in an academic setting.

Purpose

To assist the administration of a sizable department with administrative functions as they relate to the team, as well as logistics and execution of events and other related administrative functions.

Responsibilities

• Admin and Events:  Execute and oversee logistics from start to finish for internal and external events at CS, ranging from recruiting events, corporate visits, receptions, staff lunches and appreciation events. Duties include, but not limited to, collaborating with CS Department leads and CS Office of External Affairs to coordinate space and technical needs for events, create event production timelines, and collaborate with event owners to ensure that timelines and priorities are met. Determine on-site staffing needs and communicate schedules/responsibilities for events. Ensure events are staffed, as needed. Research vendors and serve as primary point of contact. Coordinate with the CS Business Team on vendor contracts and execution of vendor payments. Track and maintain event expenses and budgets. Develop metrics to measure event success and provide recommendations for improvement. Maintain detailed recaps and support documents.
• Financials & Compliance: Ensure all gift and sponsorship funds are processed in an accurately and timely manner for the Office of External Affairs. Proactively identify necessary contract renewals, agreements, payments, and invoices, and prepare reports on funding forecasts and results. Ensure verification of program compliance and all necessary compliance documentation, including managing the budget for the Office of External Affairs.
• Data & Reporting: Maintain current data in all internal client management systems, including Excel, VIP, Smartsheets, etc. Monitor media activity and assist with identifying new alumni and corporate prospects. Create and generate reports and survey systems to measure program success. Perform research and develop graphs, charts, spreadsheets, and associated correspondence and presentation materials to communicate results to leadership. Drive documentation and creation of templates, plans, and frameworks for handling new and existing projects to support efforts of streamlining operations. Document, create and refine work flows.
• Student employment: Hiring, onboarding and managing student worker

Required Qualifications

• High school diploma or GED with 7 years of applicable experience.
• Demonstrated ability to manage multiple tasks and deadlines in a fast-paced and dynamic work environment and establish effective work relationships with diverse stakeholders.
• Detailed oriented, highly organized with strong problem-solving skills; ability to follow through on projects collaboratively and independently.
• Previous success working independently and in a team-oriented environment to accomplish goals, implement programs and/or events, make decisions and solve problems effectively.
• Excellent written and verbal communication skills.
• Excellent attention to detail.
• Experience with Microsoft Word, Excel, PowerPoint, and Outlook; and comfort learning new technologies.
• Ability to work occasional overtime, with a particular emphasis on supporting after hours events 
• Must be able to work with confidential information with discretion.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree and three years of experience in program administration or coordination.
• Two years of