Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

University Housing and Dining

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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:

Sep 10, 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

BENEFITS: UT Austin offers a competitive benefits package that includes:  
•     100% employer-paid basic medical coverage 
•     Retirement contributions  
•     Paid vacation, sick time, and holidays 
•     Career growth & professional development

Please visit our Human Resources (HR) website at https://hr.utexas.edu/ to learn more about the total benefits offered when you join our team!

Purpose

The purpose of this Administrative Associate position is to provide comprehensive administrative support to the Residence Life team, ensuring the efficient management of residence halls and/or apartment complexes. This role will assist with daily office operations, providing front-facing customer service, and coordination of internal Facilities partners, while also safeguarding documentation and contributing to the overall positive image of the residential community. The position aims to enhance the experience of residents, staff, and vendors through effective communication, organization, and initiative.

Responsibilities

• This role involves answering phone calls and greeting visitors, customers, students, and vendors while processing maintenance requests and converting them into work orders, including coordinating pest control, laundry, and internet service requests with external vendors. Additional responsibilities include handling paperwork, processing forms, maintaining organized files, and following emergency procedures in response to incidents and security issues. The role also manages parking placards, reserves and maintains the area’s conference room and equipment, drafts professional correspondence and reports, orders and tracks office supplies while overseeing copy machine upkeep, and is responsible for maintaining office keys and other equipment to ensure their return at the end of each business day. Fire and Life Safety documentation assistance is required, along with processing programming paperwork and food order requests for events, submitting receipts and purchase logs to accounting weekly for payment. This position also trains student and professional staff on university purchasing and departmental programming guidelines, manages the Residence Life budget for the residential area, coordinates with vendors to schedule necessary services and repairs, and serves on Residence Life operational committees, providing administrative support to their functions.

• This role includes training on accounting duties to regularly reconcile purchases, processing procurement card paperwork and purchase orders, and submitting receipts and purchase logs to accounting weekly for payment. Additionally, the role is responsible for reviewing, processing, and issuing charges and fines to students, and coordinating with Accounting to manage requests for charge reversals. The position also involves placing orders for office supplies and equipment upon approval from the Assistant Director for both the area office and residence hall complexes, as well as corresponding with the department's Procurement Card team to address pro-card purchase requirements.

• This role serves as the front office receptionist, answering phones, responding to emails, and managing in-person requests for information. Responsibilities include checking voicemail, responding to phone calls and walk-in traffic from customers, vendors, staff, and students, and providing diplomatic and supportive customer service. A high degree of initiative and judgment is required to share information on University policies and procedures with residents while promoting a positive image of the residence halls. The position also ensures that the admin desk, lobby, conference room, and area office maintain a neat, professional, and welcoming appearance. Additional duties involve checking out supplies and equipment to residents, staff, and vendors, processing occupancy verifications, and assessing and updating the supervisor on maintenance and conduct trends across the area. This role also inputs and screens Maintenance Request Forms, communicates maintenance needs to Buildin