Administrative Specialist

## Senior Administrative Associate/Travel CoordinatorApplylocations: UT MAIN CAMPUStime type: Full timeposted on: Posted Todayjob requisition id: R\_00047697**Job Posting Title:**Senior Administrative Associate/Travel Coordinator**----****Hiring Department:**Department of Economics**----****Position Open To:**All Applicants**----****Weekly Scheduled Hours:**40**----****FLSA Status:**Non-Exempt from FLSA**----****Earliest Start Date:**Immediately**----****Position Duration:**Expected to Continue**----****Location:**UT MAIN CAMPUS**----****Job Details:**## PurposeThe Department of Economics is hiring a Travel/Seminar/Conference Coordinator to oversee weekly seminars, faculty travel reimbursements, 3 - 5 conferences annually, recruitment seminars, and co-direct the ECON annual commencement.## ResponsibilitiesSenior 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-organizersRecruitment 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 speakersCommencement 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 preparationOther 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.* Three years of experience with clerical function, including one year of experience at either the Administrative Assistant or Administrative Assoc. level.* 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.### Or:* ### At least 7 years of clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level with a High School Diploma or GED.*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$58,000 + depending on qualifications## Work ShiftMonday – Friday, 8AM – 5PM. Work hours and schedule may vary to include nights and weekends based on business, event, and catering needs.## Working ConditionsTypical office environment.## 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. #J-18808-Ljbffr