Administrative Assistant

* 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 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 Linked In 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
* Free rides on all UT shuttle and Austin Cap Metro buses with staff
* For more details, please see:  and .
* 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. Asset management, accounts verification, records retention, planned maintenance programs, inspection programs, reports and queries, and all other things UT Works related. Examines correspondence and determines work priority.
* Maintains calendars for FOM Elevator Services, including Manager's and team's out-of-office calendar. Creates agendas and records minutes for meetings. Prepare and distribute correspondence and emails. Day-to-day prioritization of activities for meetings for team. Strategically manage manager's calendar and time. Plan for contingencies and anticipate potential problems. Manage office and administrative functions for the manager. Plan meetings with vendors and campus community as needed.
* Serve as the client entry point for related issues by receiving incoming phone calls, emails, and work requests. Correspond and coordinate with clients and other shops to coordinate work and keep those impacted appraised of important issues, e.g. building outages. Develop relationships both internally and externally to keep Manager informed of matters affecting working relationships. Work collaboratively with others on implementing directives from Manager.
* Utilize Microsoft Office software such as Word and Excel to enter and revise work order instructions and tasks, as well as track safety-related training and other items by creating and updating spreadsheets. Works with Safety and Training to coordinate job certifications for FOM Elevator Services. Manage electronic and paper documents within the University's policy. Create SharePoint and UT Box files, manage permissions, and track changes to the files for regulatory compliance.
* Manage urgent situations with personnel including but not limited to gaining access to different areas on campus, procuring keys/card reader access and security clearance for employees and contractors. (5%)
* Tracks budgets and project accounts for accurate accounting. Develop and administer files on SharePoint for regulatory compliance. Prepare reports and identify areas needing improvements. Assists in developing five-year plan for renovation of the elevator equipment. Prepares purchase requests packages for elevator renovations. Assures project components are organized properly and that the submittal is complete. Tracks progress of the request working closely with purchasing and business contracts departments.
* Create and maintain workflow charts and standard operating procedures for FOM Elevator Services. Develop, monitor, and analyze KPIs to identify improvement opportunities and track progress. Conduct regular audits and assessments to ensure compliance with lean principles and standards. Review and revised standards on at regular intervals. This includes the Division 14 design guidelines, elevator inventories, remote monitoring systems, phone sheets, and other regularly changed documents.
* This position and associated job duties have been designated as essential during extraordinary and emergency situations when the university is closed. Essential personnel must maintain contact with their supervisor and report to work as…