Administrative Associate, Texas Engineering Executive Education

Job Posting Title :

Administrative Associate, Texas Engineering Executive Education

Hiring Department :

Cockrell School of Engineering

Position Open To : All Applicants

Weekly Scheduled Hours :

19

FLSA Status : Non-Exempt

Earliest Start Date :

Immediately

Position Duration : Expected to Continue

Location : Texas

Job Details : General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation's most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin - named "America's Coolest City" by Expedia and "The Best Place to Live in the U.S." by U.S. News and World Report - the Cockrell School embodies the city's innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

Purpose

We are seeking a detail-oriented and customer-focused Part-Time Administrative Associate to support the daily operations of PETEX Training Operations in Pearland, TX. This role assists the TxEEE Coordinating Manager in ensuring the smooth delivery of training courses and events. The ideal candidate will be organized, proactive, and capable of working independently in a dynamic environment.

Responsibilities

Collaborate closely with the TxEEE Coordinating Manager to prepare and execute in-person and hybrid training courses. Responsibilities include assembling course materials, setting up presentation equipment, and ensuring classrooms are clean, organized, and stocked with necessary supplies. Assist with teardown and reset between sessions, maintaining readiness for consecutive trainings. Support course openings and closings, including field trip logistics and attendance tracking.

Serve as the first point of contact for students, responding promptly to inquiries via phone and email. Greet and assist students on-site, providing guidance on schedules, locations, and amenities. Maintain a welcoming and professional environment that reflects PETEX's commitment to customer satisfaction and learner experience.

Process course registrations in CVent. Ensure accurate data entry and timely updates to student records. Coordinate with the Austin office to reconcile registration data and ensure delivery of conference materials. Support photo documentation of classes and maintain organized digital archives.

Monitor and maintain inventory of office and classroom supplies. Assist with purchase order (PO) creation and modification, including quarterly PO strategies and conference card backup plans as outlined in PETEX | Corporate Catering Resolution. Ensure compliance with university procurement policies and maintain documentation for audit readiness.

Coordinate transportation and catering for training sessions, field trips, and hosted events. Liaise with vendors and TxEEE Admin and Finance team to ensure timely delivery and compliance with contract requirements. Assist with break room setup and event logistics, including AV support and hospitality arrangements. Participate in special projects and hosted events.

Required Qualifications

High school diploma or GED with at least five years of experience in administrative support and event coordination; or a bachelor's degree with a minimum of one year of relevant administrative experience.

Demonstrated ability to manage office equipment, maintain records, and utilize online platforms (e.g., Zoom, Microsoft Teams) to support large-group meetings and virtual events.

Strong multitasking and prioritization abilities with a proven capacity to work independently in a fast-paced, deadline-driven environment.

Professional demeanor with exceptional interpersonal and communication skills, and a track record of delivering high-quality customer service to internal and external stakeholders.

Willingness to support special projects and hosted events, with flexibility to collaborate across departments and respond to evolving operational needs.

Preferred Qualifications

Experience in a university or educational setting.

Proficiency in Microsoft Office Suite.

Familiarity with the oil and gas industry.

Background in business operations such as budgeting and accounts receivable / payable.

Salary Range

$23 / hour

Working Conditions

Work is performed in a standard office environment.

Repetitive use of keyboard at workstation.

Required Materials

Resume / CV

Letter of interest

3 work references with their contact information; at least one reference should be from a supervisor

Important for applicants who are NOT current university employees or contingent workers : You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure thatALLRequired 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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.