Administrative Assistant I

Job Summary
Administrative Assistant I provides highly skilled coordination and management of the administrative operations for the Intercultural Student Engagement Center. The position requires exercise of independent judgment, initiative and teamwork; while assisting the staff to support the mission of the department and the Division of Student Affairs, ensuring effective and efficient office management.

Essential Duties And Responsibilities
Responsible for coordination and management of the administrative operations for the Intercultural Student Engagement Center ( ISEC ). Management of reception areas providing front desk support, scheduling appointments, and opening and closing the office during regular business hours. Maintain office supplies and equipment inventory. Performs routine clerical tasks including organization, answering phones, filing, compliance with record retention policies, typing, office supplies, requesting guest access, parking passes and necessary errands. Arranges meetings, coordinates calendars, and prepares agendas and other formal and confidential correspondence. Prepare and manage documents in UT Share including but not limited to procurement cards, travel authorizations, processing of payments, purchase orders, SAHRA and reimbursements and internal budget. Coordinates all professional staff and student personnel processing and paperwork for the department, including payroll for the department’s student employees via UT Share and TCP systems. Assists with the administrative onboarding processes of new personnel. Manage departmental files and rosters, processing event and registration paperwork, managing academic and membership reports. Assist with administrative support for student organizations as needed. Supervision of two (2) student assistants including the scheduling of student hours for front office coverage. Assist with managing administrative tasks for department, such as emails, including the ISEC email.

Minimum Qualifications
High school Diploma. Five (5) years or increasingly responsible administrative and clerical experience. One (1) year of supervisory experience or the equivalent.

Preferred Qualifications
Bachelor’s degree. Experience with UT Share/PeopleSoft. Experience preparing appointment documents, entering and reconciling statement of accounts. Experience writing/preparing correspondence

Work Schedule
Monday – Friday: 8:00am - 5:00pm. One (1) day of the week from 10:00am – 7:00pm.