Temporary Senior Administrative Associate - Population Research Center - (UTEMPS)

Job Posting Title:

Temporary Senior Administrative Associate - Population Research Center - (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:

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 Until Aug 31, 2024

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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 assignment is August 31, 2024. This temporary assignment may transition to regular status.

Purpose

 To provide basic to complex administrative support for the Center on Aging and Population Sciences (CAPS).

Responsibilities

• Provide administrative, logistical, and operational support to CAPS. Coordinate in-person and virtual events, including event promotion, room reservations, Zoom management, vendor contracts, organizing travel arrangements, overseeing catering services, and the budget. Manage event registration, assist in planning logistics, communicate with attendees and speakers, coordinate with vendors, and secure needed supplies. Provide on-site and online event support, including but not limited to event setup and breakdown, waitlist admission, and chat discussion monitoring. Deliver exceptional guest service and address any issues that arise during events. Distribute event recordings to stakeholders and post them on the website. Maintain productive relationships with the Population Research Center staff on behalf of CAPS.

• Provide timely action instructions to PRC staff for honorarium and consultant payments, expense reimbursements, and travel arrangements for affiliates and guests; track and ensure the completion of these instructions. Update data relevant to metrics for reporting to federal and university sponsors, including but not limited to inputting pilot project information into databases, tracking affiliate publications, tracking grant information, maintaining media from Google Alerts and other sources, and monitoring all data and metrics for accuracy. Communications tasks include managing listservs, updating the CAPS website, creating social media posts, assisting with newsletters, and making announcements. Assist with various administrative projects assigned by Directors and Assistant Director.

Required Qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience. One year of direct experience creating, coordinating, and executing events of all sizes and levels of complexity. Experience with Microsoft Office Suite, Teams, Canva, Google Workspace, and social media platforms. Demonstrated organizational skills and ability to manage multiple tasks simultaneously to meet deadlines in a timely manner. Possess a solutions-oriented approach with robust problem-solving abilities. Excellent interpersonal, verbal, and written communication skills. Demonstrated ability to use judgment, discretion, and decision-making skills in dealing with confidential and sensitive issues. Demonstrated ability to learn complex University organization, policies, and procedures related to the position.

Preferred Qualifications

Seven years of experience with clerical functions. Experience with database design and/or management. Knowledge of UT business procedures, DEFINE, and university resources. Familiarity with Photoshop or similar design software and social media platforms. Experience working in a research environment.

Hourly Rate

$25.50

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 - 40

• The work schedule is from 8:00 a.m. to 5:00 p.m.

Required Materials

• Resume/CV

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

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 a