Administrative Assistant

Administrative Assistant

Join the Facilities Operations and Maintenance team, a highly responsive and knowledgeable crew providing outstanding service for Facilities Services and to the university community.

Your skills will make a difference. You'll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you're the type of person that wants to know your work has meaning and impact, you'll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• 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.
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT shuttle and Austin CapMetro buses with staff ID card
• For more details, please see: and

For more information on the Maintenance Operations group, please visit: Visit the Facilities Operations and Maintenance Website

Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.

Security sensitive; Criminal background check conducted on selected applicant. Hiring decision is contingent on applicant clearing check. This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code 51.215. Applications will be reviewed online by the hiring department. This is a 40 hour work week schedule; Monday-Friday, hours to be discussed with supervisor.

Purpose

To assist Zone Maintenance manager by performing administrative duties related to the work order management system, work order control, material purchases, and safety program.

Responsibilities

• Perform work order management system (UT Works) administrative duties such as opening work orders, updating statuses, assisting with scheduling, entering labor and material charges, and closing work orders.
• Utilize Microsoft Office software such as Word and Excel to enter and revise work order instructions and tasks, as well as track safety-related training and other items by creating and updating spreadsheets.
• Correspond and coordinate with clients and other shops to coordinate work, and keep impacted personnel appraised of important issues such as building outages.
• Serve as the client entry point for facilities related issues by receiving incoming phone calls, emails, faxes, and work requests.
• Dispatch appropriate personnel to address emergencies and/or urgent issues when supervision is unavailable to perform this function. (Driving University owned vehicles to job sites may be required for this function.)

Required Qualifications

High school graduation or GED. Three years of experience with clerical functions including the following: providing customer service; experience using a PC; experience performing data entry; experience answering a multi-line telephone; experience with Microsoft Office; and experience in a service-oriented organization dealing with the public. Demonstrated excellent communication skills.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. More than three years clerical experience. Experience at the University of Texas or in a university setting. Experience in a service organization dealing with clients primarily via the telephone. Experience with computerized service request system. Experience in a maintenance shop environment. Demonstrated excellent communication skills. Demonstrated ability to take initiative and work with limited supervision. Demonstrated ability to provide quick response to clients in a sometimes stressful environment. Ability to pay attention to detail with a high level of accuracy.

Salary Range

$37,440 + depending on qualifications

Working Conditions

Environmental Demands:

• Uniforms and/or personal protection equipment (furnished)
• May work in all weather conditions
• May work in extreme temperatures
• May work around chemical fumes
• May work around standard office conditions
• May work around biohazards
• May work around chemicals
• May work around electrical and mechanical hazards

Physical Tasks:

• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Climbing of stairs
• Climbing of ladders
• Lifting and moving

Additional Working Conditions:

• This position and associated job duties have been designated as essential during extraordinary and emergency situations when the university is closed. Essential personnel must maintain contact with their supervisor and report to work as regularly scheduled unless directed otherwise.
• Required to operate an electronic device such as an iPhone, iPad, or laptop/desktop computer to perform and fulfill time reporting and work management requirements. Work management requirements include receiving work assignments, updating work orders, and other functions as required.
• May be required to work in confined spaces, manholes, tunnels, elevated work, extended shifts including nights, weekends, and holidays.
• Considerable walking, standing, squatting, stooping, and moving of heavy materials and equipment in all weather conditions.
• May be required to use of personal protective equipment (PPE) while performing duties.
• May be required to pass a physical examination.
• May be exposed to loud noise, high dust and allergen levels.
• May be required to lift up to 50lbs. Often required to twist, grasp, push, pull and bend.
• May be required to operate forklifts, personnel lifts and cranes. Operate job related equipment.
• May be required to perform elevated work. Occasional work from ladders and/or scaffolds.
• May require tuberculosis screening and occasional use of a respirator.
• May drive University vehicles. If driving University vehicles, must maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4.

Work Shift

40 hours per week; Monday-Friday; schedule to be discussed with supervisor.

Required Materials

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