Administrative Associate, Texas Engineering Belonging & Engagement, Cockrell School of Engineering

Job Posting Title:

Administrative Associate, Texas Engineering Belonging & Engagement, Cockrell School of Engineering

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Hiring Department:

Cockrell School of 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.

Purpose

The Administrative Associate for Texas Engineering Belonging and Engagement (TEBE) is responsible for providing general administrative support, managing budgets, participating and planning events, and supervising student employees. This role supports the TEBE mission through accounting, budgeting, travel, reimbursements, administrative functions and more.

Responsibilities

• Budget Management: Manages accounting procedures and budgets for EOE and WEP through the Cockrell School Business Affairs Office. Manages EOE and WEP office systems such as maintaining an inventory of office supplies, ordering office supplies and ensuring office equipment is in working order. Manages travel procedures for EOE and WEP (i.e. RTAs, APS, Concur and travel booking). Manages corporate partnership invoices and track receipt of corporate funds. Processes scholarship payments, gifts in VIP; deposit program income.

• Administrative Duties: Provides administrative support for Executive Director of TEBE. Assist with appointment scheduling, answer routine student questions. Creates various reports for TEBE office. Provides administrative support.

• Additional Administrative Support: Participate and assist with other TEBE/Cockrell School of Engineering events and programs. Assist with current student programs and events. Establish and maintain positive and collaborative working relationships with individuals and organizations across UT and in the community. Attend relevant meetings and conferences.

• Office Manager: Manages the flow and details of the daily office routine. Trouble shoots problems as they occur. Maintains calendar scheduling. Manages the front desk and supervises 10 student workers. Hire and provide customer service training to student workers, develop student work schedules, process timesheets, and provide information to students on a daily basis on current calendar activities in order for them to give accurate information for all 3 semesters. 

• Other related functions as assigned.

Required Qualifications

• Bachelor's Degree and one year of relevant administrative experience

• Experience working with software for databases, spreadsheets, and/or presentations. 

• Attention to detail. Professional demeanor with tact and respect.

• Familiarity with video and web conferencing software such as Zoom and Microsoft Teams. 

• Excellent written and verbal communication skills. 

• Excellent interpersonal skills.

• Excellent problem solving and organizational skills.

• Ability to work in a positive, team-oriented environment providing friendly customer service. 

• Ability to multi-task and effectively manage concurrent projects with accuracy.

• Ability to work effectively in an office space with many interruptions. 

• Ability to travel and to work occasional weekends and evenings. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Two or more years of relevant administrative experience.

• Direct experience as the in-person, first point of contact, with internal and external customers. 

• Experience working with budgets. 

• Experience with UT Purchasing and Define. 

• Experience with other UT software such as Advisors’ Toolkit and EAB Navigate.

• Experience working with college-aged and/or pre-college students.

• Appreciation for and knowledge of engineering / STEM education and ability to articulate the Engineering Student Life and Cockrell School visions. 

Salary Range

$45,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

Work Shift

• Standard work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m. 

• Flexible schedule and/or hybrid telework may be allowed. 

• Periodic work outside of normal business hours, to include evenings and weekends, may be required on a periodic basis. 

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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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.