Administrative Associate/Travel Coordinator

Administrative Associate/Travel Coordinator

Seminar, Conference, Faculty Travel, and Event Coordinator

Administrative Associate/Travel Coordinator:

Preparation of Seminars for the Department, (3-5 speakers weekly):

• Contact with Faculty Host and guest speaker
• Coordinate hotel reservations, flight and ground transportation
• Coordinate guest list and daily schedule of meetings
• Work with speakers if there is any special needs (computer, projector, etc.)
• Reimburse each visitor for their travel expenses that incurred during the trip after their visit. VE5, VP5, PIF, GGV, VP2.
• Reimburse faculty members for luncheons and dinners, VPE.

Conferences (3-5 annually):

• Meet with faculty host for the Conference and arrange venue, meals, refreshments, for the Conference
• Make travel arrangement for each attendee (usually 20 per conference), same coordination as the seminars
• Make transportation for participants on Conference Day
• Coordinate Conference schedule and make arrangements for equipment
• After the conference, reimburse each attendee's claims on the travel expenses
• Bill and Collect payment from other Co-organizers

Recruitment Seminar (25-30 annually):

• Establish with Chairman and EA a schedule of Candidates
• Contact the Candidate, Coordinate hotel reservations, flight and ground transportation
• Coordinate guest list, executive committee members interviews and daily schedule of meetings
• Make appointments with Dean's office and other Dept/Centers of interest
• Work with speakers if there is any special needs (computer, projector, etc.)
• Reimburse each visitor for their travel expenses that incurred during the trip after their visit. PIF, GGV, VP2.

• Reimburse faculty members for luncheons and dinners, VPE.

Faculty members' travel:

• Reimburse each faculty members after their travel VP5 including domestic and foreign travel.

Lunch seminar: (1-3 per week)

• Communicate with faculty members and lunch seminar speakers

Commencement Ceremony:

• Serve as Commencement Directory for the department's Ceremony
• Arrange and conduct meetings with the organizing committee, volunteers, ECO staff, faculty and others involved.
• Coordinate guest speaker's travel arrangement (duties similar to coordinating a seminar)
• Recruit volunteers from within Economics and Liberal Arts departments
• Work with the Chairman, Executive Assistant, faculty members, staff, volunteers, and staff of the Gregory Gym to assure all areas covered from check-in to reception
• Final meetings, check-list and preparation

Other duties as required:

• Provide general service to faculty, staff and students as called upon and on a daily basis.
• Serve as a back-up to the front desk and work with staff on other projects and tasks.
• Other miscellaneous duties as assigned by Administrative Manager
• Follow-up after projects

Required Qualifications

• Bachelor's Degree.
• One year of experience with clerical function.
• Excellent written and interpersonal communication skills.
• Ability to utilize sound judgment, discretion and maintain confidentiality. Proficient knowledge of word processing and spreadsheets i.e.: Microsoft word, Excel, Outlook.
• Excellent customer service.
• Organized, detail oriented and accurate. Handle sensitive and confidential information appropriately.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• 3 or more years of operational experience in catering and/or event coordination.
• Experience in higher education.
• One year of experience making complex administrative decisions.
• Excellent understanding of higher education at a large public university. Experience working at the University of Texas. Basic knowledge of working in define and workday.
• Experience working with varied communities

Salary Range

$55,000 + depending on qualifications

Working Conditions

Typical office environment.

Work Shift

Monday Friday, 8AM 5PM. Work hours and schedule may vary to include nights and weekends based on business, event, and catering needs.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

The University of Texas at Austin Staff