Civitas Senior Administrative Associate

Job Posting Title:

Civitas Senior Administrative Associate

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Hiring Department:

Office of the President

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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:

Feb 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

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of university faculty and staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with 7.75% employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional conference opportunities

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards .

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

Purpose

To provide administrative support for the Civitas Institute.  Process associated business services and events with customer service emphasis to students, staff, faculty, and guests.

Responsibilities

• Manage office supplies and equipment needs such as water, copier, and conference rooms.  
• Create, process, and maintain documents for all travel (including processing staff RTAs and travel reimbursements), and coordinates travel.  
• Assist with various administrative projects as necessary - event support, process facilities services requests, payments, ordering and reimbursements.
• Assist with various research and public affairs projects as necessary - assembling research-related materials for events, updating web site pages, tracking feedback and responses from Civitas stakeholders.
• Other duties as assigned.

Required Qualifications

• Bachelor's degree including at least one year at either the Administrative Assistant or Administrative Associate level or High school diploma or GED. 
• Excellent interpersonal, verbal, and written communication skills.
• Demonstrated organizational skills and ability to manage multiple tasks simultaneously to meet deadlines in a timely manner. 
• Proficiency with Microsoft Office suite.
• Ability to interact and maintain productive working relationships with a broad population of faculty, staff, and students and maintain a positive and professional demeanor.
• Ability to take initiative and work both independently and as a team member.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience using UT mainframe, and other UT applications.
• Knowledge of the UT policies and procedures.
• Experience planning, budgeting, and executing small to mid-sized events, including vendor coordination.
• Advanced skills in the use of Microsoft Office applications.

Salary Range

$48,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

Work Shift

• Regular weekday hours required.

• Some evening or weekend availability required.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from