Senior Administrative Associate

Job Posting Title: Senior Administrative Associate Hiring Department: Extended Education Ventures Position Open To: All Applicants Weekly Scheduled Hours: 40 FLSA Status: Non-Exempt Earliest Start Date: Oct 01, 2024 Position Duration: Expected to Continue Location: UT MAIN CAMPUS Job Details: General Notes Extended Education Ventures (EEV) https://extendededucation.utexas.edu/ is a self-supporting unit within The University of Texas at Austin that enables the development, delivery, and promotion of continuing and professional education across the university. At EEV we strive to create a talented and supportive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Belonging, Excellence, Future-focused, and Integrity. Must be eligible to work in the US on a full-time basis for any employer without sponsorship. Purpose The Senior Administrative Associate provides intricate administrative support, accounting and facilitates business operations for the Thompson Conference Center (TCC). Reporting directly to the Associate Director, this position works as office manager and is the first point of contact for the TCC Conference Services Office. This forward-facing role requires a proactive individual who will not only manage the administrative functions, but will act as the primary contact for clients and visitors to TCC. The ideal candidate will excel in customer service, be a team player, possess strong organizational skills, multitasking abilities and have a polished professional demeanor. Responsibilities Office Administration: This includes providing administrative support for the TCC team, promptly addressing client and visitor needs, and efficiently maintaining high standards of customer service. Acts as a liaison between departments, ensuring clear communication and accuracy of correspondence align with university policies. Oversees records retention schedules and disposal of records in compliance with university policies and procedures. Places UT Market and Amazon purchase requests for office supplies and equipment. Coordinates hiring of student employees. Assists in onboarding new employees and ensuring they are familiar with office protocols. Works closely with the TCC Associate Director and Director on projects as needed. Finance and Accounting Support: Assists in managing the daily financial processes related to the Thompson Conference Center. Communicates with TCC clients about their invoices, distributes invoices, and oversees collections process. Collaborates with Academic Affairs Central Business Services team to reconcile invoices. Serves as delegated backup to TCC accounting lead on client deposits, including check and credit card processing. Oversees ProCard (University-issued credit card) reconciliation. Performs reconciliation and research account receivables for TCC's in-house catering department. Provides comprehensive office management to include accurate budget and expenditure tracking for office. Events Support: Works directly with the TCC staff monitoring and supporting events. Serves as backup for conference coordinators in handling customer service needs of on-site conference clients. Assists with answering questions for clients by reviewing Mazevo event reservation system. Updates room reservation and technology requests for scheduled programs and events as necessary. Runs billing or revenue reports in Mazevo. Takes the lead in organizing and facilitating internal departmental meetings. Provides on-site direction for successful execution of EEV Leadership meetings by providing support services before, during, and after an event. Assists Associate Director and Director to coordinate meetings and appointments. Attends and prepares materials for weekly TCC operations meeting. Vendor Management: Serves as the point of contact for internal and external vendors. Develops and maintains vendor relationships, ensuring the delivery of services, performance monitoring, resolving issues, and negotiating contracts and agreements to secure favorable terms and prices. Generates vendor purchase orders throughout the year. Ensures fulfillment of payment to vendors and maintains vendor records in UT Box. Coordinate parking permits with Parking and Transportation Services (PTS) for TCC Lot 40 and learn to use the parking validation software for UT garages. Maintenance and Facilities: Provides support for TCC building maintenance and facilities efforts. Generates maintenance requests and coordinates TCC Custodial Services for building needs. Tracks all facility trouble calls to completion. Tracks monthly maintenance expenses on operations spreadsheet. Submits key requests for TCC operations. Assists in maintaining the audio-visual inventory database and makes corrections in Mazevo reservation system as needed. Places maintenance calls to the copier company and bills for internal department copier usage. Required Qualifications Bachelor's degree and three years clerical or administrative experience or High school graduation or GED and five years of clerical or administrative experience. Experience with basic office machines. Experience with personal computers and learning new software applications. Proficient in Microsoft Office. Excellent verbal and written communication skills. Superior organizational skills and attention to detail. Demonstrated superior proactive customer service skills. Ability to multi-task and work both independently and as a team member. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelor's degree. More than the required amount of administrative experience. At least five years of experience in an administrative capacity that includes interacting with clients. Experience with DEFINE, Adobe, Word, and Excel. Knowledge of UT Box and event software systems. Experience using Zoom/TEAMS. Experience with website maintenance and updating. Experience working in a conference or event setting. Salary Range $48,000 depending on qualifications Working Conditions Work performed in standard office environment. Repetitive use of keyboard at a workstation. Required Materials Resume/CV 3 work references with their contact information including email addresses; 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 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.