Administrative Assistant

Administrative Assistant – Facilities Services

Location:

Austin, TX

Start:
Immediately

Join the Facilities Operations and Maintenance team, a highly responsive and knowledgeable crew providing outstanding service for Facilities Services and to the university community.

To assist Elevator Services Manager by performing administrative duties related to the work order management system, work order control, material purchases, and safety program.

• Perform administrative duties in work order management system (UT Works) such as opening work orders, updating statuses, scheduling, entering labor and material charges, and closing work orders.
• Maintain calendars for FOM Elevator Services, including Manager's and team's out-of-office calendar. Create agendas and record minutes for meetings.
• Serve as the client entry point for related issues by receiving incoming phone calls, emails, and work requests.
• Utilize Microsoft Office software to enter and revise work order instructions and tasks.
• Manage urgent situations with personnel, procuring keys/card reader access and security clearance for employees and contractors.
• Track budgets and project accounts for accurate accounting; prepare reports and identify areas needing improvement.
• Create and maintain workflow charts and standard operating procedures for FOM Elevator Services.

• High School Degree or GED with an additional four years of experience.
• Three years of experience with clerical functions, including customer service, data entry, and multi-line telephone experience.
• Experience with Microsoft Office and a service-oriented organization dealing with the public.
• Demonstrated excellent communication skills and attention to detail.

• Associate's degree or Bachelor's degree.
• More than the required years of clerical experience, especially in a university setting.
• Experience in a maintenance shop environment and with a computerized service request system.
• Demonstrated ability to take initiative and work with limited supervision.

$42,000 + depending on qualifications

• May work around standard office conditions.

• Essential personnel during extraordinary and emergency situations when the university is closed.
• Required to operate an electronic device such as an iPhone, iPad, or laptop/desktop computer.
• May be required to lift up to 50lbs and perform manual tasks.
• May work in shared office space and have direct customer contact.
• May drive University vehicles; must maintain acceptable driver rating.

40 Hour Work Week Schedule;
Monday-Friday, Schedule to be discussed with supervisor.

• Resume/CV
• 3 work references with contact information; at least one reference should be from a supervisor
• Letter of interest

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.

For current university employees and contingent workers:
Apply within Workday by searching for “Find UT Jobs”. Follow the Workday application process and upload required materials.

Employment Eligibility:
Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.

Background Checks:
Criminal history background check required for finalists under consideration.

Equal Opportunity

Employer:

The University of Texas at Austin is an equal opportunity employer.