Administrative Assistant

Job Posting Title:

Administrative Assistant

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Hiring Department:

Facilities Services

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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

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Location:

AUSTIN, TX

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Job Details:

General Notes

Join the Facilities Services Center team, a highly responsive and knowledgeable crew providing outstanding service for Facilities Services and to the university community.

Your skills will make a difference.

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance 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 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 authorized to work in the United States on a full-time basis for any employee without sponsorship.

Security sensitive; Criminal background check conducted on selected applicant. Hiring decision is contingent on applicant clearing check. This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code §51.215. Applications will be reviewed online by the hiring department.

Purpose

To assist Zone Maintenance supervisor by performing administrative duties related to the work order management system, work order control, material purchases, and safety program.

Responsibilities

• Perform administrative duties in work order management system (UT Works aka Asset Works) such as opening work orders, updating statuses, assisting with scheduling, entering labor and material charges, and closing work orders. (50%)
• Utilize Microsoft Office software such as Word and Excel to enter and revise work order instructions and tasks, as well as track safety-related training and other items by creating and updating spreadsheets. (25%)
• Correspond and coordinate with clients and other shops to coordinate work, and keep impacted personnel appraised of important issues such as building outages. (15%)
• Serve as the client entry point for facilities related issues by receiving incoming phone calls, emails, faxes, and work requests. (5%)
• Dispatch appropriate personnel to address emergencies and/or urgent issues when supervision is unavailable to perform this function. (Driving University owned vehicles to job sites may be required for this function.) (5%)
• Perform other related functions as assigned. Work is performed in accordance with normal trade practices and is inspected for conformity to standards, quality and