Administrative Associate

Company Details

University of Texas at Austin

Provide administrative support and event management for the Kay Bailey Hutchison Center for Energy, Law, and Business, Energy at McCombs and the McCombs’ Social Innovation Initiative.

Essential Functions
DAY-TO-DAY OPERATIONS for the Centers + Maintain various programmatic websites via content management systems; + Co-manage all social media and assist in creating content for conference invitations, posters, annual reports, brochures, and newsletters; + Oversee the Center’s facilities, equipment, furniture, and supplies. Organize and coordinates travel and travel reimbursements for faculty, staff, students, and visitors; + Process via the Intranet or ecommerce: purchase orders, payment vouchers, travel authorizations, reimbursements, scholarship payments, deposits, payroll, official occasion expense forms, Trademark and Licensing requests, UT Market orders and shipping according to UT policies and procedures. EVENT MANAGEMENT: Assist with all aspects of events via planning, marketing, executing, and managing staff and volunteers for events (sizes ranging from 10-300 attendees) including forums, conferences, trade expos, round tables, advisory committee meetings, career fairs, industry speakers, round tables, galas, symposiums, and panels. Oversee event budgets, preparing and sending invitations, creating registration site, managing registrations, negotiating all contracts, arranging facilities and catering, and coordinating arrangements of guests and VIPs all in accordance with UT policies and procedures. UNDERGRADUATE ENERGY MANAGEMENT CERTIFICATE PROGRAM: + Manage responses to students, faculty, staff, and parents while coordinating with college and student support units. GENERAL SUPPORT: + Assist with the Center’s directors, faculty and staff on program implementation and planning;+ Work with the Center’s faculty and staff on program implementation and planning including room reservations with the course schedulers, student accommodations, text book coordination, syllabi content and uploading per state law, course evaluations, and test proctoring + Marginal/Incidental functions and other related functions as assigned.

Marginal/Incidental functions
Other related functions as assigned.

Required qualifications
Bachelor’s degree and one year of experience at the Administrative Assistant level. Exceptional customer service with superb written and verbal communication skills. Ability to communicate effectively with different constituencies through a variety of media. Ability to problem solve with speed and creativity while employing good judgment and composure. Ability to work efficiently and effectively under pressure and with frequent interruptions. Ability to multi-task and meet overlapping deadlines. Expert time management and organizational skills, attention to detail, logistically precise, flawless follow-through. Pleasant, confident, and professional demeanor with the ability to interact diplomatically with diverse constituencies. Ability to take initiative and work independently yet can lead and follow as part of a team.
Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications
Three years of relevant work experience. Experience servicing a diverse student population. Prior experience with event planning, coordinating short courses, seminars, workshops, etc. Experience managing social media in a business environment. Experience with Adobe Design Suites Experience with University of Texas policies, procedures, and administrative systems (Eloqua (UT Email/marketing system) EASI, Advisors Toolkit, COLA Toolkit, RGEN, Qualtrics, PO/PB4, VP1/VP2, VE5, VPE/VP5, FRMS, VC1, OV1, OOEF, Canvas) related to job functions. Strong proficiency with software, especially MS Word, Excel, Outlook and Adobe Design Suites. Equivalent combination of relevant education and experience may be substituted as appropriate.

Working conditions
May work around standard office conditions
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Lifting and moving
Some evening and weekend hours may be required during peak periods and special events. Lifting/moving includes boxes of paper and materials, tables, and banners weighing up to 35 pounds.

A criminal history background check will be required
for finalist(s) under consideration for this position.

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.

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.

If hired, you will be required to complete the federal Employment
Eligibility Verification form, I-9. You will be required to present
acceptable, original
to prove your identity and
authorization to work in the United States. Information
from the documents will be submitted to the federal E-Verify
system for verification. Documents must be
presented no later than the third day of employment. Failure to do
so will result in dismissal.

UT Austin is a Tobacco-free Campus