Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Department of Classics

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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:

UT MAIN CAMPUS

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Job Details:

General Notes

What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

This position is eligible for a hybrid Flexible Work Arrangement (FWA) (on-campus and remote work). FWA arrangements are subject to manager approval and may shift due to changes in business needs. The remote location must have a reliable internet connection to support working remotely. UT policies on Flexible Work Arrangements are available at https://hr.utexas.edu/current/fwa.

For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/. 

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.

For more information on college staff professional development, please visit: https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.

Purpose

Assist members of the Department of Classics in managing the day-to-day operations of an academic department.

Responsibilities

• Serve as purchaser for all department supplies and equipment. Create contracts and communicate with the consultants, faculty sponsors, and Contracts Office regarding the particulars of each contract. Workday: hire Visiting Researcher/Scholars in Classics.

• Serve as departmental events coordinator. Coordinate travel arrangements, payment documentation, and payment for all colloquium and conference speakers. Make arrangements for conferences for space reservations, catering, travel, parking, etc.

• Manage office space and serve as liaison for building renovations, moves, and facilities requests.

• Serve as assistant to the faculty graduate admissions advisor. Communicate directly with prospective graduate students (approximately 15 each year) and coordinate their travel, organize welcoming events, draw up their complex individualized itineraries for meetings with faculty and other events, and oversee the smooth operation of all these activities.

• Assist the chair with Nuventive, the mandatory course assessment program at UT. Input all course data into Nuventive, attend training sessions to maintain knowledge of the current requirements, communicate directly with the chair and faculty regarding the data required, and ensure assessment deadlines are met.

• Update departmental website and Facebook presence. Responsible for all publicity in various venues, including social media, of all our departmental events.

• Manage departmental records, ensuring compliance with UT policy regarding record retention.

• Receive visitors and maintain front office space, including ensuring maintenance of printers and photocopiers and mail distribution.

• Other related functions as assigned

Required Qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school diploma or GED and seven years of clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level. Experience with MS Office software. Experience with Outlook or equivalent. Ability to function under tight deadlines and stressful situations. Ability to maintain a professional demeanor; be a team player, and have the ability to multi-task. Relevant education and experience may be substituted as appropriate.