Office Manager

Job Posting Title:

Office Manager

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Hiring Department:

University Unions

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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 from FLSA

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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

The Division of Student Affairs is the hub of student life and well-being at The University of Texas at Austin. The team inspires all students to live the Longhorn life through its uniquely designed programs, spaces and resources. They serve every student through physical health, mental health and well-being services; recreational sports; university student union facilities; family orientation and the University's official parent association. The Division supports 1,000+ student organizations; student governance organizations; student outreach, veteran, legal, and disability and access services. The team also provides student employment; leadership, first generation and volunteer programs.

Serving under the Division of Student Affairs, the University Unions' mission is to enhance the student experience and enrich campus life by providing cultural, educational, social and recreational programs as well as related goods and services to the campus community.

What sets you apart when you join University Unions?

As a Longhorn, you'll be working for a globally recognized university. Your work will make a difference in the lives of faculty, staff, and of course, our students! During your time on campus, you will contribute to programs, organizations, and activities that help our students develop a sense of community and provide valuable leadership and career readiness skills that they will carry with them throughout their professional and personal lives.

What benefits do I receive with UT? The university offers an impressive benefits package including, but not limited to:

* Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
* Optional Vision, Dental, Life, and Disability insurance options.
* Generous paid vacation, sick time, and holidays.
* Teachers Retirement System of Texas, a defined benefit retirement plan.
* Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b).
* Flexible spending account options for medical and childcare expenses.
* Robust free training access through LinkedIn Learning plus professional conference opportunities.
* Staff tuition assistance once eligible.
* Expansive employee discount program including athletic tickets.
* Free access to UT Austin's libraries and museums.
* Free rides on all UT Shuttle and Austin CapMetro buses.

Purpose

This position provides administrative, budget, event, and other support as needed to the Student Programs Office within the University Unions.

Responsibilities

• Provide clerical support to the Director and department personnel, including but not limited to office reception coverage, scheduling appointments, maintaining the Director's calendar, drafting and finalizing correspondence, coordinating travel arrangements, managing prizes and awards, and collaborating with department personnel to arrange event logistics.

• Serve as the first point of contact for students, campus partners, and other stakeholders interacting with the Student Programs Office.

• Assist in supervising departmental student employees to ensure proper office reception coverage and project management.

• Provide logistical support to University Unions and Campus Events and Entertainment students daily.

• Maintain and submit all internal departmental receipts and budget documents; process bills/invoices and reconcile monthly statements.

• Prepare purchase orders, contracts, service agreements, and other business documents for processing.

• Coordinate all departmental purchases and maintain office and event supply inventory.

• Manage all room reservations for events and meetings hosted by the Student Programs Office.

• Manage student organization office and locker rentals in the Texas Union.

• Review and edit all departmental advertising on University Unions websites, HornsLink, and other digital platforms.

• Manage equipment, key, and procurement card check-outs.

• Route maintenance and service requests.

• Process all incoming and outgoing mail and package deliveries for the office.

• Perform other functions and projects as assigned.

Required Qualifications

High school diploma or GED. Five years' experience in an administrative or clerical role that includes: making complex office decisions, preparing agendas, coordinating meetings, and handling incoming correspondence.

Preferred Qualifications

Bachelor's degree.

Education may be substituted for each year of required experience education.

Salary Range

$45,000 (non-negotiable)

Working Conditions

May work around standard office equipment. Repetitive use of a keyboard at a workstation. Frequent standing and sitting and the use of manual dexterity. Final candidate will be required to pass a background check prior to starting employment.

UT Austin is a Tobacco-free Campus.

Work Shift

Monday through Friday 9:00AM to 6:00PM.

There will be times that the work schedule will extend beyond standard office hours based on specific business needs.

Required Materials

• Resume.

• A letter of interest that includes specific experience and training relative to the position.

• Three work references with their contact information; at least one reference should be from a supervisor, current or former.

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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 and 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.