Office Manager for Workplace Experience & Internship Program

Job Posting Title: Office Manager for Workplace Experience & Internship Program Hiring Department: University Development Office Position Open To: All Applicants Weekly Scheduled Hours: 40 FLSA Status: Exempt from FLSA Earliest Start Date: Immediately Position Duration: Expected to Continue Until Aug 31, 2027 Location:

UT MAIN CAMPUS

Job Details: About The University of Texas at Austin What starts here changes the world. The University of Texas at Austin, founded in 1883, ranks among the best universities in the world. With 76 programs ranked in the top 10, UT Austin is the #1 public university in Texas and the #7 public university in the nation. Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow's artists, scientists, athletes, doctors, entrepreneurs and engineers. Learn more about UT's mission and values and leadership. Why Join Texas Development? The University of Texas at Austin is a thriving hub of learning and discovery that anchors our city and enables excellence and innovation on the highest level. And it's only possible because generous supporters believe in the power and promise of our state's flagship university to change the world. With more than $6 billion raised in the What Starts Here campaign, Texas Development is quickly becoming one of the best fundraising programs in public higher education. Texas Development is a dynamic community of 500+ fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors. Follow your passion, grow your career and help us change the world. Benefits The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services. Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT. Purpose The Office Manager for Workplace Experience & Internship Program provides high-level administrative, operational, and logistical support for the University Events & Experience (UEE) team; developms and leads team training and recognition; managers the department's internship program. This role ensures the UEE office and event spaces run efficiently, coordinating office functions, shared resources, vendor relationships, digital systems, and meeting/event readiness, while managing the scheduling, training, performance, and development of interns. The position is central to the department's ability to deliver high-quality events, programs, and strategic initiatives, and requires sound judgment, discretion, and the ability to balance competing priorities across office operations, vendor/facilities coordination, people management, and event support. Responsibilities Administrative, Office & Vendor Management Serve as a professional first point of contact for UEE by communicating with leadership, team members, campus partners, vendors, visitors, and key stakeholders. Coordinate shared UEE calendars, meeting requests, invitations, schedules, and related communications. Maintain shared meeting spaces, welcome areas, key control systems, supplies, break room, equipment, inventory, office purchases, maintenance needs, and related office resources. Manage office shipping and receiving, including incoming and outgoing mail, packages, deliveries, distribution, tracking, and related carrier/vendor coordination. Coordinate and maintain vendor relationships and accounts supporting daily office operations, including break room, coffee and beverage service, specialty gifting vendors, apparel/uniform vendors, and building/facilities service providers, and process related purchase, contract, and payment requests. Coordinate daily readiness of office and meeting spaces, including opening and closing procedures, office equipment (printers and supplies), and event-space technology (audio/visual systems, signage, and shared power/lighting for daily and event use). Coordinate and track shared office access and resources, including parking passes and permits, guest access requests, and shared equipment checkout (e.g., golf cart). Coordinate linen laundering and related event-readiness logistics, including pick-up, drop-off, tracking, storage, and vendor communication. Support gifting, awards, and recognition processes by maintaining supplies and records, coordinating orders and distribution, and assisting with related communications. Coordinate team building and retreat logistics, including scheduling, space needs, materials, supplies, vendor coordination, and day-of support. Coordinate approved meeting-related logistics and funding support, including meals, hotel accommodations, travel arrangements, vendor coordination, cost estimates, purchase requests, reimbursements, and payment processing in accordance with University and departmental policies. Provide support for UEE office operations, department-wide needs, special projects, staff onboarding and off-boarding, data entry, routine office tasks, and work-related errands. Help maintain systems for tracking UEE events, projects, deadlines, records, files, documentation, listservs, announcements, archiving and internal communications. Serve as back-up administrative support for the Executive Assistant to the CXO as needed. Internship Program Supervision Directly supervise the departmental intern team, serving as their primary point of contact and day-to-day manager. Partner with HR to coordinate intern recruitment, interviewing, hiring, including job posting review and candidate scheduling. Plan and deliver intern onboarding, including orientation, workspace setup, systems access, and introduction to office and departmental procedures. Build and manage intern work schedules, assign and prioritize daily tasks and projects, and ensure adequate coverage across office, event, and administrative needs. Assign and oversee intern staffing and task coverage for events, ensuring adequate on-site support and clear role assignments. Train interns on office systems, event support procedures, professional standards, and department expectations. Review and approve intern timesheets in accordance with University and departmental policy. Provide ongoing feedback, conduct regular check-ins, and complete performance evaluations for intern staff; address performance or conduct concerns and elevate as needed. Coordinate intern off-boarding, including exit conversations, return of equipment/access, and transition documentation. Identify professional development and mentorship opportunities to support intern learning outcomes. Maintain accurate records related to intern scheduling, performance, and program documentation in approved departmental systems. Internal Meeting & Operations Support Prepare and distribute UEE team meeting agendas, minutes, documents, briefs, and materials to support team readiness for meetings. Support the coordination of team and visitor travel arrangements, process related authorizations, reimbursements, expenses, approvals, and payment requests through appropriate systems. Provide pre-event and on-site event support for all-hands events (i.e. Commencement, Gone to Texas, UT Remembers, etc.), departmental events, and other events as business need requires. Salary $65,000 Required Qualifications Bachelor's degree and at least three years of experience in a supervisor/manager role. Demonstrated ability to coordinate complex schedules, meetings, travel, logistics, records, and office processes with accuracy and follow-through. Strong written, verbal, and interpersonal communication skills, including the ability to interact professionally with colleagues, campus partners, vendors, and visitors. Excellent organizational skills, attention to detail, accountability, and ability to manage multiple priorities in a fast-paced environment. Ability to work independently, exercise sound judgment, solve problems, and collaborate effectively across teams. Commitment to professionalism, discretion, integrity, customer service, and confidentiality when handling sensitive information and office operations. Proficiency with Microsoft Office and other digital tools used to manage calendars, documents, data, communications, shared resources, and project information. Relevant education and experience may be substituted as appropriate. Preferred Qualifications More than three years of experience providing administrative, operational, event, or project coordination support in a complex office environment. Working knowledge of UT Austin policies, procedures, systems, and campus administrative processes. Experience supporting event logistics, travel coordination, purchasing, reimbursements, records management, or shared office resources. Experience using digital tools to manage calendars, documents, shared drives, project information, communications, or team resources. Working Conditions This is an on-site position (40 hours per week) and the schedule will vary based on university and department schedules, and with the types of events scheduled and operational functions. Ability and willingness to work early mornings, evening, overtime, weekends, and University holidays based on event and operational needs; certain duties (e.g., opening/closing shared spaces, vendor deliveries, event setup and teardown) routinely fall outside standard business hours. May required the ability to move, organize, transport, or arrange office supplies, meeting materials, event equipment, and other workplace items consistent with University requirements. Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation. May work in all weather conditions. Regular and consistent attendance is required in this job. Applicants must be authorized to work in the United States. The University Development Office does not sponsor work visas for this position. This position is based in Austin, Texas. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest 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. 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. Background Checks A criminal history background check will be required for finalist(s) under consideration for this position. 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. 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. 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. 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] 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. #J-18808-Ljbffr University of Texas at Austin