Temporay Administrative Associate - Hildebrand Petroleum and Geosystems Engineering - (UTEMPS)

Job Posting Title:

Temporay Administrative Associate - Hildebrand Petroleum and Geosystems Engineering - (UTEMPS)

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Hiring Department:

UTemp Pool

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

19

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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 Apr 04, 2025

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this temporary assignment is April 04, 2024.

Purpose

 Assist Academic Advising Coordinator, Senior Academic Advisor, and Senior Student Program Coordinator (or designee) by completing tasks such as (but not limited to) managing admitted student yield and summer researcher correspondence, organizing twice weekly newsletters to be approved by the Academic Advising Coordinator, preparing paper materials for events and programming, assisting with day-of-event operations, digitizing all paper files and maintaining documents of record online in a secure and convenient format.

Responsibilities

• Assist Academic Advising Coordinator, Senior Academic Advisor, and Senior Student Program Coordinator (or designee) by completing tasks such as (but not limited to) managing admitted student yield and summer researcher correspondence, organizing twice weekly newsletters to be approved by the Academic Advising Coordinator, preparing paper materials for events and programming, assisting with day-of-event operations, digitizing all paper files and maintaining documents of record online in a secure and convenient format.  Assist the Graduate Program Coordinator by completing tasks such as (but not limited to) keeping notes in committee meetings, digitizing all paper files, and maintaining documents of record online in a secure and convenient format.

• Assist with the management of the PGE Grad Office and PGE Advising general email accounts, including: filing mass emails, directing student opportunities and student events to the Student Program Coordinator (or designee), directing prospective undergraduate students to the Student Program Coordinator (or designee), directing prospective graduate students to Graduate Program Coordinator, informing Graduate Program Coordinator and Senior Academic Advisor of academic inquiries needing attention, and managing all correspondence response times ensuring accurate and timely replies for all inquiries.

• Assignments to support (Graduate Program Coordinator): Manage PGE Grad Office email for prospective, admitted and current students Manage and retain student advising records, creating/improving digital filing system Assist with documenting daily student interactions as directed by Academic Advising Coordinator Assignments for (Senior Student Program Coordinator).

• Prepare materials for department-admitted student yield correspondence. Track PEN Pal postcards to newly admitted students. Put together admitted student and prospective student folders. Put together admitted student yield packages and mail Assist with operations for Be a UT PGE, our department's key undergraduate yield event.  Manage event RSVPs. Put together Be a UT PGE folders for attendees. Manage event check-in and assigned day-of operations. Update Hire a UT PE webpage with student resumes Gather, track, and correspond with applicants about completing SURI application packets. Gather and put together Monday and Friday emails for review and send out. Other related functions as assigned.

Required Qualifications

Bachelor's degree, one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience. Proficient in Microsoft Outlook, Word, and Excel. Experienced in communication management. Excellent written and verbal communication. Good organizational skills.

Preferred Qualifications

Experience in student services, event planning, electronic document management, and/or communications.

Hourly Rate

$22.00

Working Conditions

• Attire: Business Casual

• Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation

Work Shift

• Hours per week - 19

• The work schedule is from 8 to 5 - to be discussed with the supervisor.

Required Materials

• Resume/CV

• 3 work refe