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:

To Be Determined at Offer

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Earliest Start Date:

Ongoing

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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 

• Free Capital Metro bus rides

• 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 Administrative Associate will play a vital role in supporting day-to-day operations and logistical coordination to ensure seamless administrative processes, team services, and other operational functions for the University Housing and Dining (UHD) Marketing and Communications team. This person will provide complex administrative support and related tasks for the marketing and communications staff while applying sound judgment to anticipate needs and steer efficient progress on team projects and initiatives. They will work in a dynamic and fast-paced environment and interact with a range of internal and external stakeholders.

Responsibilities

• Coordinate, perform, and monitor various administrative functions and processes according to University Housing and Dining policies and priorities, including payment and purchase requests, invoice submission, contracts submission, team and executive calendar management, travel management and reimbursement, reserving resources, and ticket submissions. Make purchases with a procurement card as assigned and complete associated account reconciliation on a regular basis. Assist staff with purchasing, ordering supplies, and creating Official Occasion Expense Form (OOEFs). 

• Assist with meeting and event planning, staff celebrations, preparation, cost estimates, scheduling, room reservations, communication, set up and break down, catering orders, and other aspects of meetings and events.

• Collaborate with stakeholders to order, track, budget, inventory, and ensure appropriate access to resources, office supplies and other office needs. Collect and submit data for team golf cart mileage reports. Serve as primary contact for team vehicle and coordinate vehicle maintenance. May pick up and deliver materials and other errands by walking or using a UT vehicle.

• Develop and maintain a general working knowledge of the marketing and communications team and respond to questions and direct inquiries as needed. Assist with building and updating projects and task trackers using project management software. Troubleshoot and problem-solve operational issues, maintaining a calm and professional demeanor.

• Coordinate procurement and distribution of branded merchandise. Requires proactive communications and close partnerships across functional areas to ensure accurate and timely distribution of items, and a solid understanding of UT and UHD purchasing guidelines. Conduct merchandise inventory.

• Organize agendas, take minutes, document and monitor action items, and participate in programming as necessary. Act as an integral member of the marketing and communications team, assisting as needed on projects and coverage. Participate in staff meetings. Perform other duties as assigned.

Required Qualifications

At least 5 years of clerical experience with a high school diploma, or at least 1 year of clerical experience with a bachelor’s degree.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• 6 or more years of clerical experience.

• Experience working in/using a project management system.

• Experience working in higher education.

• Knowledge of UT business procedures, UT mainframe, and university resources.

• Demonstrated experience using a computer including experience with Microsoft Excel, Microsoft Word and Outlook.

• Strong written, verbal, and interpersonal co