Administrative Assistant

Job Posting Title: Administrative Assistant ---- Hiring Department: University Business Services ---- 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: General Notes 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 make a difference in the lives of university staff, thereby enhancing 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 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 Must be authorized to work in the United States on an ongoing, full-time basis for any employer without sponsorship. Purpose University Business Services (UBS) at The University of Texas at Austin (UT Austin) is seeking a dynamic and team-oriented individual to provide administrative support as part of the UBS Operations team. Responsibilities Respond to system authorization requests and review quarterly reports, monitor and respond to UBS Admin email. Provide back up for language line services billing and manage requests. Prioritize customer service excellence for all team members and professional, effective communication standards. Provide administrative assistance with annual inventory certifications for UBS teams. Provide administrative support for the UBS team members located in UTA. Assist with travel, events, and payment requests for UBS teams. Assist with scheduling meetings and calendar support for UBS leadership. Other related functions as assigned. Required Qualifications Diploma (High School) or GED and at least 3 years of clerical experience and at least 1 year of experience at the Senior Office Assistant level. Excellent verbal and written communication skills. Outstanding email and business writing that simultaneously conveys professionalism and a focus on customer service. Ability to operate creatively, collegially, and effectively in a complex academic and business environment across all levels, including with staff, faculty, central administration and senior institutional officials. Able to handle a large workload and thrive in a high-volume, fast-paced environment. Professional demeanor and excellent interpersonal skills with demonstrated ability to work and prioritize multiple tasks simultaneously, many with deadlines, always exhibiting patience and collegiality. Ability to multi-task and prioritize assignments to meet deadlines. Reliable and dependable attendance. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Previous higher education experience or professional experience in a complex matrixed organization. Advanced experience with MS Excel, Outlook, and Word. Demonstrated ability to quickly acquire new skills, integrate new processes, adapt to change, and work cooperatively. Advanced experience with customer service. Salary Range $ 50,000 + depending on qualifications Working Conditions Standard Office Manual dexterity Keyboard Work Shift Monday - Friday (8:00am - 5:00pm) 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. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. 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.