Temporay Administrative Associate - Hildebrand Petroleum and Geosystems Engineer

Job Posting Title: Temporay Administrative Associate - Hildebrand Petroleum and Geosystems Engineering - (UTEMPS) Hiring Department: UTemp Pool Position Open To: All Applicants Weekly Scheduled Hours: 19 FLSA Status: Non-Exempt Earliest Start Date: Immediately Position Duration: Expected to Continue Until Apr 04, 2025 Location: UT MAIN CAMPUS 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 temporary assignment is April 04, 2024. Purpose Assist Academic Advising Coordinator, Senior Academic Advisor, and Senior Student Program Coordinator (or designee) by completing tasks such as (but not limited to) managing admitted student yield and summer researcher correspondence, organizing twice weekly newsletters to be approved by the Academic Advising Coordinator, preparing paper materials for events and programming, assisting with day-of-event operations, digitizing all paper files and maintaining documents of record online in a secure and convenient format. Responsibilities Assist Academic Advising Coordinator, Senior Academic Advisor, and Senior Student Program Coordinator (or designee) by completing tasks such as (but not limited to) managing admitted student yield and summer researcher correspondence, organizing twice weekly newsletters to be approved by the Academic Advising Coordinator, preparing paper materials for events and programming, assisting with day-of-event operations, digitizing all paper files and maintaining documents of record online in a secure and convenient format. Assist the Graduate Program Coordinator by completing tasks such as (but not limited to) keeping notes in committee meetings, digitizing all paper files, and maintaining documents of record online in a secure and convenient format. Assist with the management of the PGE Grad Office and PGE Advising general email accounts, including: filing mass emails, directing student opportunities and student events to the Student Program Coordinator (or designee), directing prospective undergraduate students to the Student Program Coordinator (or designee), directing prospective graduate students to Graduate Program Coordinator, informing Graduate Program Coordinator and Senior Academic Advisor of academic inquiries needing attention, and managing all correspondence response times ensuring accurate and timely replies for all inquiries. Assignments to support (Graduate Program Coordinator): Manage PGE Grad Office email for prospective, admitted and current students Manage and retain student advising records, creating/improving digital filing system Assist with documenting daily student interactions as directed by Academic Advising Coordinator Assignments for (Senior Student Program Coordinator). Prepare materials for department-admitted student yield correspondence. Track PEN Pal postcards to newly admitted students. Put together admitted student and prospective student folders. Put together admitted student yield packages and mail Assist with operations for Be a UT PGE, our department's key undergraduate yield event. Manage event RSVPs. Put together Be a UT PGE folders for attendees. Manage event check-in and assigned day-of operations. Update Hire a UT PE webpage with student resumes Gather, track, and correspond with applicants about completing SURI application packets. Gather and put together Monday and Friday emails for review and send out. Other related functions as assigned. Required Qualifications Bachelor's degree, one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience. Proficient in Microsoft Outlook, Word, and Excel. Experienced in communication management. Excellent written and verbal communication. Good organizational skills. Preferred Qualifications Experience in student services, event planning, electronic document management, and/or communications. Hourly Rate $22.00 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 - 19 The work schedule is from 8 to 5 - to be discussed with the supervisor. 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 additional files. Before submitting your online job application, ensure thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. 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. 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. Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. 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. 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. 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. 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] 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.