Academy Administrative Professional

Administrative Assistant, The Harry Ransom Center-Hiring Department:General NotesAbout the Harry Ransom CenterThe Ransom Center is an internationally renowned humanities research library and museum at The University of Texas at Austin. Its extensive collections provide unique insight into the creative process of writers and artists, deepening our understanding and appreciation of literature, photography, film, art, and the performing arts. Visitors engage with the Center's collections through research and study, exhibitions, publications, and a rich variety of program offerings including readings, talks, symposia, and film screenings.The Ransom Center encourages discovery, inspires creativity, and advances understanding of the humanities for a broad audience through the preservation and sharing of its extraordinary collections.PurposeThe administrative assistant serves as the first point of contact for visitors to the Ransom Center’s Administrative Suite and the Director’s Office, as well as callers to the main phone line. They provide support to leadership and staff across the building, including responding to a wide variety of questions, assisting with travel requests and reimbursements, payments, internal events, and other day-to-day operations.ResponsibilitiesCreate a warm and welcoming environment for staff, visitors, fellows, scholars, authors, Advisory Council members and other guests upon arrival at the Administrative Suite, directing them as needed. Manage multi-line telephone, answering questions or directing calls and messages to appropriate staff. Update outgoing voicemail message and manage voicemail messages.Assist staff with travel requests and reimbursements, including using the request system and DEFINE to create and process RTAs and reimbursements (VE5s, VE6s, VP5s). Arrange travel on request for staff and visitors. Train staff on how to request travel and reimbursements and answer questions about UT and Ransom Center policy.Assist with administrative tasks for the Center including domestic and international shipments, packages and mailings, using stamps, Mail Services, and eShipGlobal; create and print address and shipping labels; manage mailing lists.Serve as back-up to the Assistant to the Director for administrative support, including calendar management and representing the Director’s Office in communications with donors and VIP visitors.Send documents for signature through DocuSign as requested.Work with Supply and Receiving Specialist to receive mail, packages, and orders that are delivered to the Administrative Suite, and assist staff with office supply needs from the mailroom. Maintain office supply inventory in mailroom, place orders as needed using UT Market, Amazon, and other procurement methods. Oversee operation and troubleshooting of copier and shredder.Support Sharepoint calendar for room reservations and manage rebookings or corrections as needed. Assist in keeping the Finance & Administration Sharepoint page updated.Manage orders, set-up and clean-up for weekly Scholar’s Coffee, and other staff meetings and events, including refreshments, coffee, and supplies. Responsible for preparation of morning coffee for the Center and for events as needed. Occasionally place orders for staff lunches or internal events. Maintain clean and functional designated food prep and break room areas.May supervise student workers in the administrative suite.Relevant education and experience may be substituted as appropriate.Required QualificationsHigh School diploma or GED and 3 years of clerical experience ORHigh School diploma or GED and 1 year of experience at the Sr. Office Assistant LevelFamiliarity with administrative software such as Microsoft Office Suite and DocuSignPreferred QualificationsExperience working with UT systems such as Define, Workday, and UT MarketMore than 1 year of experience working in an admin or receptionist positionSalary Range$41,000+ depending on qualificationsWorking ConditionsStandard office conditions including repetitive use of a keyboard at a workstation.at least one reference should be from a supervisorLetter of interestImportant 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; 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.) 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. 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.-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.-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. 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). 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.

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