Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Extended Education Ventures

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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:

Oct 01, 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

Extended Education Ventures (EEV) https://extendededucation.utexas.edu/ is a self-supporting unit within The University of Texas at Austin that enables the development, delivery, and promotion of continuing and professional education across the university.

At EEV we strive to create a talented and supportive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Belonging, Excellence, Future-focused, and Integrity.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

The Senior Administrative Associate provides intricate administrative support, accounting and facilitates business operations for the Thompson Conference Center (TCC). Reporting directly to the Associate Director, this position works as office manager and is the first point of contact for the TCC Conference Services Office. This forward-facing role requires a proactive individual who will not only manage the administrative functions, but will act as the primary contact for clients and visitors to TCC. The ideal candidate will excel in customer service, be a team player, possess strong organizational skills, multitasking abilities and have a polished professional demeanor.

Responsibilities

• Office Administration: This includes providing administrative support for the TCC team, promptly addressing client and visitor needs, and efficiently maintaining high standards of customer service. Acts as a liaison between departments, ensuring clear communication and accuracy of correspondence align with university policies. Oversees records retention schedules and disposal of records in compliance with university policies and procedures. Places UT Market and Amazon purchase requests for office supplies and equipment. Coordinates hiring of student employees. Assists in onboarding new employees and ensuring they are familiar with office protocols. Works closely with the TCC Associate Director and Director on projects as needed.

• Finance and Accounting Support: Assists in managing the daily financial processes related to the Thompson Conference Center.  Communicates with TCC clients about their invoices, distributes invoices, and oversees collections process. Collaborates with Academic Affairs Central Business Services team to reconcile invoices. Serves as delegated backup to TCC accounting lead on client deposits, including check and credit card processing. Oversees ProCard (University-issued credit card) reconciliation. Performs reconciliation and research account receivables for TCC’s in-house catering department. Provides comprehensive office management to include accurate budget and expenditure tracking for office.

• Events Support: Works directly with the TCC staff monitoring and supporting events. Serves as backup for conference coordinators in handling customer service needs of on-site conference clients.  Assists with answering questions for clients by reviewing Mazevo event reservation system.  Updates room reservation and technology requests for scheduled programs and events as necessary. Runs billing or revenue reports in Mazevo. Takes the lead in organizing and facilitating internal departmental meetings. Provides on-site direction for successful execution of EEV Leadership meetings by providing support services before, during, and after an event.  Assists Associate Director and Director to coordinate meetings and appointments. Attends and prepares materials for weekly TCC operations meeting.

• Vendor Management: Serves as the point of contact for internal and external vendors. Develops and maintains vendor relationships, ensuring the delivery of services, performance monitoring, resolving issues, and negotiating contracts and agreements to secure favorable terms and prices.  Generates vendor purchase orders throughout the year. Ensures fulfillment of payment to vendors and maintains vendor records in UT Box. Coordinate parking permits with Parking and Transportation Services (PTS) for TCC Lot 40 and learn to use the parking validation software for UT garages.

• Maintenance and Facilities: Provides support for TCC building maintenance and facilities efforts. Generates maintenance requests and coordinates TCC Custodial Services for building nee