Administrative Assistant

Job Posting Title:

Administrative Assistant

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Hiring Department:

Office of the Executive Vice President and Provost

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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

The Office of the Executive Vice President and Provost (EVPP) seeks administrative support for the Provost Office. The Office of the Executive Vice President and Provost partners with the campus to ensure all students succeed and thrive, faculty and staff are supported in their research and scholarship and the campus community has the support it needs as a world-class public research university.

UT Austin provides an outstanding benefits package, including but not limited to: 

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) 

• Voluntary vision, dental, life, and disability insurance options 

• Generous paid vacation, sick time, and holidays 

• Defined benefit retirement plan with 8% employer matching funds 

• Additional voluntary retirement programs 

• Flexible spending account options for medical and childcare expenses 

• Robust free training through LinkedIn Learning plus professional conference opportunities 

• Tuition assistance 

• Expansive employee discount program, including athletics tickets 

• Free rides on all UT Shuttle and CapMetro buses with staff ID card 

• For more details, please see https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards 

Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

Serve as Front Desk Administrative Assistant for the Office of the Executive Vice President & Provost. Cover reception duties while providing the Executive Assistant with dependable, high-level administrative support.

Responsibilities

Function 1: Administrative & Operations Support

• Manage the coverage of the front desk reception area, greeting guests and visitors with a friendly and professional demeanor. Prepare and serve refreshments when requested.
• Answer the main office phone line and direct inquiries to the appropriate individuals, if available, and/or take clear written messages.
• Assist with clerical tasks, including data entry, making copies, scanning documents, and filing.
• Deliver, pick up, and distribute internal mail and packages for the main office. Make deliveries and pick-ups in other departments as needed.
• Maintain neat appearance and cleanliness of lobby. Execute routine housekeeping tasks, including kitchen clean-up, dusting furniture and equipment, occasional vacuuming, emptying bins, refilling paper in copiers, etc.
• Place administrative orders (office supplies, catering, refreshment vendor, water vendor and toner for copiers). Receive/stamp invoices, remit to EVPP-Approvals.

• Support guests with parking and directions to visit the office. Oversee FDP permit usage/checkout.

Function 2: Space Management

• Monitor Provost-managed conference room calendars and respond to reservation requests.
• Help with meeting logistics when requested including being the po