Administrative Associate for Executive Education

Job Posting Title:

Administrative Associate for Executive Education

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Hiring Department:

Lyndon B Johnson School of Public Affairs

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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:

Purpose

To assist the Director and Senior Executive Education Coordinator of the Governor's Center for Management Development (GCMD) with daily administrative, logistical and financial operations and provide conference-planning support for all Center programs. This position will report to the Senior Executive Education Coordinator.

Responsibilities

• Provide administrative and logistical support of Center programs, faculty, staff, program participants and organizational clients. Attend events to perform duties as assigned. Prepare electronic and paper documents for travel, official occasions, purchase of goods and services.

• Plan and coordinate training schedules with other office staff, external trainers, and with other departments. This includes making travel reservations and preparing RTA, OOEFs, etc.

• Assist with coordination of program speakers, training materials, and travel for staff and speakers, including packing and placing of all training materials, preparing training materials, etc.

• Review general GCMD emails and route to appropriate staff for action; Maintain professional contacts; Under direction of the Program Coordinator, serve as back up to administrative staff and aid with special events and meetings.

• Schedule and coordinate use of conference rooms; order and maintain supplies for Center programs and special services, ensure all equipment is in working order and ready for use for professional development services, copying functions and meeting rooms. Distribute mail and track correspondence.

• Under direction of the Director/Program Coordinator, work with suppliers, hotels, speakers and catering departments to negotiate contracts for Center programs. Maintain ledger of accounts, deposits and expenditures for areas of responsibility.

• Work within the CRM to assist Program Coordinator with invoicing, reconciliation, trainee correspondence, etc.

• Other related functions as assigned. 

Required Qualifications

Bachelor's degree and 1 year of experience. Experience providing administrative assistance in an office environment. Proficient in MS office suite, calendaring via outlook, coordinating travel arrangements, scheduling, processing payments, and preparing documents. Professional demeanor. Demonstrated excellent communication skills. Demonstrated ability to multitask and work independently. Demonstrated excellent attention to detail, customer service attitude, and organizational skills.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required experience. Experience working with UT specific programs for processing travel and payments. Experience working with an executive education or training program.

Salary Range

$47,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In ad