Temporary Administrative Assistant - College of Liberal Arts - Deans office - (UTEMPS)

Job Posting Title:

Temporary Administrative Assistant - College of Liberal Arts - Deans office - (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.

Purpose

 To provide administrative support for the Operations Team of the College of Liberal Arts Dean's Office

Responsibilities

• Administrative Support -Support the Operations Team with managing daily tasks and special projects -Manage the COLA Dean's Office Administrative Support email and ensure timely notification to staff, when needed -Manage the 3rd & 4th floor conference rooms, including scheduling reservations, ensuring each room remains unlocked, preparing the room for the Dean or Associate Dean meetings (as needed), and maintaining the cleanliness of the rooms -Keep inventory of 3rd-floor office and kitchen supplies -Support Operations Team with processing business affairs and event coordination documentation, including, but not limited to, DEFINE vouchers, OOEFs, menu creation, and event budgets -Submit Facilities requests for Operations Team for small issues in Gebauer -Collaborate on projects with different departments in the Dean's Office.

• Reception -Answer phone calls and redirect them appropriately -Greet guests and create a welcoming environment -Serve as front desk receptionist for the Office of the Dean -Maintain the cleanliness of the 3rd-floor kitchen, including managing the compost bins -Check and distribute mail daily.

Required Qualifications

High school diploma with at least five years of clerical experience. Demonstrated exemplary work record in a professional, service-oriented environment. Highly professional demeanor. Ability to interface in a professional manner with students, faculty, staff, administrators, donors, and the public. Excellent written and verbal communication skills using tact, diplomacy, and discretion at all times, including the ability to communicate with diverse populations. Experience providing excellent customer service, working in sometimes challenging situations. Ability to maintain a high level of confidentiality. Ability to work collaboratively as a team, or autonomously as required. Independent decision-making and problem-solving ability. Ability to research policy questions and find qualitative answers. Proficiency in MS Office and email applications, including MS Outlook. Demonstrated ability to handle detail-oriented tasks with superior organizational skills. Ability to organize short- and long-term priorities and projects and work with multiple deadlines.

Preferred Qualifications

Bachelor's degree and/or 3 or more years of experience working in an office or business environment, preferably in higher education. Experience working with executives and faculty in a higher education or related setting. Experience managing or supporting events.

Hourly Rate

$20.00

Working Conditions

• Attire: Business Casual

• Standard Office Environment, Repetitive use of a keyboard at a workstation

Work Shift

• Hours per week - 40

• The work schedule - 8:00 a.m. to 5:00 p.m. - Monday through Friday on campus.

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.