Administrative Associate, Department of Civil, Architectural and Environmental Engineering

Job Details

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the at The University of Texas at Austin (UT 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.

At UT Austin, we say “What starts here changes the world.” As a member of the university community, you will be part of an organization that is internationally recognized for our academic programs and research. Your work will have meaning and make a difference not only in the lives of our faculty, staff, and students, but also those who are impacted by our first class academic and research programs.

UT Austin, recognized by Forbes as one of , provides outstanding and packages that include :

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, with 7.75% employer matching funds

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

Purpose

To provide advance administrative skills in the daily operations of the Department of Civil, Architectural and Environmental Engineering. Provide a high level of customer service support for CAEE faculty students, and staff.

Responsibilities

Front Office :

First point of contact for CAEE visitors. Answer department main line and direct calls to other offices or staff, greet the public. Provide information and resources to faculty, students, staff, and guests. Distribute and order parking passes for official visitors.

Serve as the primary shipping and receiving staff member for the department, including sort incoming mail. Collect and distribute department campus mail, US mail, and shipping carrier packages, create shipping or receive deliveries for shipping carriers. Make department-related deliveries or pick-ups on UT campus when needed.

Responsible for office supply inventory as well as upkeep and maintenance of the reception and kitchen area. This includes keeping all public areas tidy and free of clutter, organization of departmental storage spaces, and resetting meeting rooms after department meetings.

Submit shredding service requests and copy machine maintenance.

In collaboration with Events Program Coordinator, manage student workers, including delegating duties / tasks / projects in accordance with department priorities.

Collaborate with Building manager on notifying about work orders needed to correct any deficiencies in the spaces, as well as coordinate lost and found items.

Assist faculty and staff with printing and copy requests. Scanning and archiving of departmental records. Assist faculty with printing exams and distribute them to students.

Manage room reservations for department-controlled rooms. Included but not limited to student group meetings, faculty meetings, faculty events, seminars, staff meetings.

Order and distribute parking passes for official visitors.

Check out keys for locked department rooms, including seminar rooms.

Monitor the CAEE email inbox, respond to inquiries, and provide guidance to CAEE faculty, staff, and students related to administrative process.

Event and Meeting Support :

Provide administrative and logistical support for events, including but not limited to CAEE annual tailgate, graduate research poster sessions, faculty recruitment visits, and other various department events.

Place orders for catered faculty lunches, coffee bar supplies, as well as drinks and snacks for student organizations and / or department meetings.

Special Projects and Initiatives Support :

Provide administrative and clerical support to the Department Chair and Director for special projects and initiatives. Under supervision of Director execute Faculty Affairs processes related to Reviews (Annual, Post Tenure, 3rd Year). Create and monitor UT Box folders for 54 faculty for annual reports.

Collaborate with Department director on annual endowment letters. Making sure all are received and send on time.

Manage department chair's calendar. Schedule appointments and meetings; assemble appropriate reference materials for meetings; reserve conference rooms, virtual conference setting, and phone lines, and handle all other necessary logistical details.

Coordinate small meeting functions; respond to requests for meetings; manage complex schedules and working with others to coordinate meeting requests in an often rapidly changing environment. Update Outlook room calendars with department meetings. Send calendar invitations.

Required Qualifications

High school diploma or GED and at least five years of experience

Bachelor’s degree and at least one year of clerical experience

Customer service, or related experience.

Proficiency with Microsoft Office programs

Outstanding organizational skills, attentiveness to detail, and time-management skills

Demonstrated ability and willingness to work as a team member and independently

Ability to effectively manage a high volume of work

Punctuality and professional demeanor

Preferred Qualifications

Excellent verbal and written communication skills.

Experience working in an academic environment

Experience with University of Texas policies, procedures and administrative systems.

Salary Range

$45,000 + depending on qualifications

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Lift and move standard office files and supplies.

Work Shift

Standard work schedule is Monday – Friday, 8 : 00 a.m. – 5 : 00 p.m.

Work outside of normal business hours may be required on an occasional basis during peak periods.

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 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 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.