Administrative Associate, Hildebrand Department of Petroleum Engineering, Cockrell School of Engineering

Job Posting Title:

Administrative Associate, Hildebrand Department of Petroleum Engineering, Cockrell School of Engineering

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Hiring Department:

Hildebrand Department of Petroleum and Geosystems Engineering

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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

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

The Cockrell School is committed to building an inclusive environment, free from all forms of hate, racism and injustice, where students, faculty and staff feel safe and supported.  We are proud to be an Equal Opportunity Employer and welcome all qualified applicants regardless of race, ethnicity, physical ability, sexual orientation, gender and gender expression, or socioeconomic background.

UT Austin offers a competitive benefits package that includes:  

• 100% employer-paid basic medical coverage  
• Retirement contributions
• Paid vacation and sick time
• Paid holidays
• Please visit our Human Resources (HR) website  to learn more about the total benefits offered.

Purpose

Act as front office contact for guests and visitors coming into department. Schedule travel for Chair’s office and process reimbursements. Responsible for assistance with reports, manuscripts, and correspondence including editing and proofreading. Manage and facilitate catering for faculty, student, and staff events and supports event coordinator and other staff in larger events. Manages mailroom. Manage deadlines for teaching and administrative processes. Performs related duties as required.

Responsibilities

• Assist Chair's office and office staff as needed.

• Create and process travel requests and reimbursements for departmental staff, chair of department, occasional faculty, invited guests, and graduate seminar speakers.

• Work with faculty member on faculty awards

• Gather statistical information on such as Course Instructor Surveys, Faculty Syllabi, CVs, FARs, and more.

• Manage and facilitate department lunches and catering for various events. Work with the events coordinator, student support specialists, and development officer on assisting with their events.

• Manage conference room reservations for five conference rooms

• Faculty Recruiting assistance including: Schedule meetings for the committee, Plan applicant travel, organize skype or zoom sessions with faculty and candidates, Attend recruiting meetings with Assistant director

• Manage deadlines for faculty required documents for 3rd year review, PTR, and FARS, keep track of peer evaluation schedule, remind faculty, and collect peer teaching reviews, Proofreading FARS and filling in the FAR spreadsheet with CIS data

• Work at the front desk greeting visitors and being the go-to staff member to field questions from faculty, staff, students, and all other drop by constituents

• Receive and process all incoming mail and packages both for the department and research center

• Other related functions as assigned.

Required Qualifications

• Bachelor's degree and one year of administrative experience or high school graduation or GED and five years of administrative experience.

• Demonstrated adaptability and history of service-minded approach to executing job functions.

• Success working in a team setting.

• Excellent organizational skills and attention to detail.

• Excellent oral and written communication skills.

• Demonstrated ability to communicate to a large and diverse population.

• Demonstrated ability to multi-task and effectively manage concurrent projects with accuracy, communicating to stakeholders regularly.

• Proficiency in Microsoft Excel, Word, and PowerPoint.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree and 2 years of experience performing complex administrative functions.

• Experience working in a university environment.

• Familiarity with *DEFINE and UT travel arrangements

• Experience with event planning.

Salary Range

$44,000 + depending on qualifications

Working Conditions

• Standard office conditions and repetitive use of a keyboard

• This position is Austin, TX-based and is eligible for occasional telework and flexible scheduling

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.