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:

Nov 19, 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 

• Free Capital Metro bus rides

• Retirement contributions  

• Paid vacation, sick time, and holidays

• Career growth and 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 role will support the Director - Dining Operations. This position will play a critical part in assisting the Director with timely internal and external communications, providing 5-star customer service, and ensuring requests are completed in a timely manner. Other duties will also include composing financial analysis spreadsheets, tracking and managing vendors, communicating with clients, coordinating meetings and events.

Responsibilities

• Prepare professional communications as requested by the Director - Dining Operations. Schedule and participate in meetings as requested. Transcribe and distribute meeting minutes. Respond to email requests in a timely manner. Maintain communication with the management temporary staff to schedule the posting from each unit and communicate with cross-functional teams as needed. Reconcile and approve weekly invoices, including but not limited to temporary labor. Maintain invoice logs.

• Provide supportive customer service in the office by phone, email, and in-person interactions with students, staff, and vendors. Ensure office supply inventories and general condition of the office is maintained. Train and supervise student office staff. Maintain departmental files both manually and electronically. Manage and update unit calendars.

• Assist with the interviewing (in person and virtually) and hiring of all staff members. Serve as candidate liaison for onsite interviews, including meeting and greeting candidates upon arrival and guiding them to the interview area. Prepare interview materials, collect interview guides post-interview, and submit required documentation to HR. Participate in hiring events such as job fairs as needed.

• Ensure work orders are processed according to department protocols, including electronically tracking all work order requests. Escalate emergency work orders by immediately emailing the associated facilities team for prompt response. Correspond with vendors as needed for repair issues, service requests and invoicing. Primary vendors include but are not limited to temporary agencies.

• Adhere to written and oral University and UHD policies such as time and attendance and UHD / UT trainings and compliance. Assist with requests throughout the dining department as needed. Other duties as assigned.

Required Qualifications

• At least 5 years of clerical experience with a High School Diploma, or at least 1 year of experience at the Administrative Assistant level with a Bachelors Degree.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience working in higher education

• Experience working at University of Texas at Austin with Housing and Dining.

• Experience with financial reports and/or invoices.

• Experience working in a retail environment.

• Experience with Microsoft Office.

Salary Range

$43,500+ depending on qualifications

Working Conditions

• May work in all weather conditions

• May work in extreme temperatures

• May work around chemical fumes

• May work around standard office conditions

• May work around chemicals

• Repetitive use of keyboard at a workstation

• Use of manual dexterity

• Climbing stairs

• Climbing of ladders

• Lifting and moving

Work Shift