Administrative Assistant– Faculty Events

Job Posting Title:

Administrative Assistant– Faculty Events

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Hiring Department:

Department of Linguistics

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

15

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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 Mar 31, 2028

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes 

This part-time, non-benefits eligible, on-site position is 15 hours per week and is located on the UT main campus. This position is fixed-term with a one-year contract, with the expectation of annual renewal contingent on funding, programmatic need, and performance. We seek a responsible, punctual, reliable, and dependable individual with a strong attendance record and minimal absences. 

 

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

 

Purpose 

The Linguistics Department is experiencing rapid growth, leading to an increased demand for event support, especially for faculty-hosted events, including guest speaker engagements. To effectively support these expanding activities, we require an Administrative Assistant dedicated to managing event-related tasks. This position will be responsible for handling all logistical and administrative aspects of hosting events, ensuring seamless coordination and execution.

This position will serve as a primary administrator for department events, primarily faculty-hosted, ensuring excellence through efficient administrative support, outstanding customer service, and seamless collaboration with internal and external stakeholders. Additionally, this individual will work on other projects as needed or during periods when no events are scheduled.  

 
Responsibilities 

• Provide logistical support for events, initiating and executing work orders. 

• Serve as the primary contact for event reservations, including conference room bookings, schedule coordination, program details, and ordering event-related supplies. 

• Coordinate all travel arrangements for guest speakers and any UT funded guests, including hotel bookings, correspondence, follow-up, travel arrangements, and reimbursement documentation. Serve as the primary point of contact for guest speaker needs during their visit. 

• Oversee event catering, placing food orders, ensuring accuracy and timely delivery, setup of up event spaces, post-event clean up, ensuring conference rooms are cleaned and reset in accordance with the UT conference room reservation policy. 

• Initiate and oversee visiting scholar requests; work with the department manager on contracts and space allocation. 

• Process all event-related payments, invoices, and reimbursements promptly and accurately. 

• Collect and compile all the accounts for each event, collaborating with the department manager to track expenses, reconcile accounts, and ensure all billing is finalized before the end of the fiscal year. 

• Provide support for Linguistics Research Center (LRC) events as needed. 

• Perform other administrative duties as assigned. 

 

Required Qualifications 

• High School Diploma and/or GED. 

• At least three years of administrative work experience.  

• Some experience in event planning/coordination.  

• Excellent customer service, time management and organizational skills.  

• Adherence to professional dress standards appropriate for events and in accordance with departmental guidelines.