Administrative Associate for the Director & Business Services

Job Posting Title:

Administrative Associate for the Director & Business Services

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Hiring Department:

Recreational Sports

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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:

Feb 26, 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

Primary work location is on The University of Texas at Austin main campus in Gregory Gym. Standard work hours are from 8am – 5pm. Occasional early morning, evening, weekend and holiday work required. Additional hours required during peak times. Regular and punctual attendance at the workplace required. Must be eligible to work in the U.S. on a full-time basis for any employer without sponsorship. Position is non-exempt classified. Continuously adhere to the department's Vision, Mission and Values, Communication Credo and Performance Standards.

Purpose

Provide support for the Executive Director of Recreational Sports and other senior staff members as required. Work closely with high-level University officials and personnel from other University departments. Perform travel, records and office management.

Responsibilities

• Provide comprehensive support to the Executive Director of Recreational Sports.  Demonstrate business acumen and diplomacy in all situations and interactions.  Exercise a high degree of initiative, judgment, level of discretion and decision-making. Manage and maintain the Executive Director’s calendar by managing, evaluating, and escalating priorities as necessary, make appointments, maintain files, examine and respond to correspondence, manage the daily schedule/routines. Carry out Executive Director’s vision, foster relationships, and positively influence and mentor others. Provide support for other senior staff members as needed in matters regarding Recreational Sports and Student Affairs.

• Plan and manage all aspects and details of retreats, events and meetings for the Executive Director (all-staff retreats, senior staff retreats, Recreational Sports Committee meeting, etc.).  Develop timelines, coordinate with attendees, and prepare program format and agendas. Develop presentation materials; write summaries and prepare/compile additional data and documentation as necessary.

• Independently and accurately manage details of complex projects and issues. Write, proof and edit a variety of documents, including speech drafts, presentations and various correspondences. Review various news sources for pertinent information, research, and react. Advise on an appropriate course of action on behalf of the Executive Director when situations warrant.

• Perform comprehensive travel management and records management for the department, and office management for the Director’s Office and Business Services. Develop annual calendars/timelines, oversee budgets, and see projects through to completion. Assist with the mentorship of student employees.

• Manage and perform a variety of special projects, and handle unforeseen issues as required. Conduct research, compile data, and compose correspondence and reports. Respond independently to a variety of administrative requests such as surveys, audits, questionnaires, and questions posed by a variety of sources.

• Provide training and information to others to ensure the Executive Director is adequately supported. Maintain effective and comprehensive training materials as necessary to allow other staff to easily and effectively perform tasks when necessary. Serve as a resource for student employees, assisting in supervising, training, mentoring, and counseling.

• Serve as HR partner in Workday. Participate as a team member, maintain familiarity with area functions, and serve as a contributing member of staff. Perform other responsibilities as assigned, and handle unforeseen issues as required.

Required Qualifications

Bachelor's degree and one year of clerical experience or high school graduation or GED and five years of clerical experience. Experience performing complex administrative functions. Demonstrated accuracy, attention to detail, and organizational skills. Excellent interpersonal, written, and verbal communication skills. Proficiency with Microsoft Word, Excel, and Outlook. Ability to provide excellent customer service, be flexible, work independently, and work as part of a team. Ability to accurately process a high volume of work, in a shared office space, with interruptions.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. Direct experience related to the responsibilities of the position. Knowledge of Recreational Sports and its programs, services and events. Experience working in a fast-paced environment with customers and/or employees.

Salary Range

$46,000 + depending on qualifications

Working Conditions

• Work around standard office conditions. Repetitive use of a keyboard at a workstation. Use of manual dexterity. Continuous sitting. Lifting and moving (boxes of records), reaching, pushing, pulling. May work around chemical fumes. Exposure to dust, alarms, large crowds, and noise (including construction noises).Work under stress, under deadlines, as a team member, independently, in shared office space, with interruptions and with overlapping projects.

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 addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.