Administrative Associate, Department of Civil, Architectural and Environmental Engineering

Administrative Associate, Department of Civil, Architectural and Environmental Engineering

flexible benefit account, sick time, tuition assistance, 403(b), retirement plan, employee discount

Job Posting

Title:

Administrative Associate, Department of Civil, Architectural and Environmental Engineering

Hiring Department: Fariborz Maseeh Department of Civil, Architectural and Environmental Engineering

Position Open To: All Applicants

Weekly Scheduled

Hours:

40

FLSA Status: Non-Exempt

Earliest

Start Date:

Dec 10, 2025

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

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.

• 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 sorting 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.

• 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.

• 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.

• 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

Relevant education and experience may be substituted as appropriate.

• Excellent verbal and written communication skills.
• Experience working in an academic environment
• Experience with University of Texas policies, procedures and administrative systems.

$45,000 + depending on qualifications

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Lift and move…