Front Office Coordinator

Overview

Hiring Department: Department of Aerospace Engineering and Engineering Mechanics

Job Posting

Title:

Front Office Coordinator

Position Open To: All Applicants

Weekly Scheduled

Hours:

40

FLSA Status: Non-Exempt

Earliest

Start Date:

Immediately

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Job Details: General Notes

As the new space age emerges, the Department of Aerospace Engineering and Engineering Mechanics at The University of Texas at Austin has the exciting opportunity to establish ourselves as the nucleus for technology development for new space and as the hub for the next generation of computational methods and data analytics for aerospace. This role has a high impact on our ability to seamlessly support our cutting-edge research and efforts in areas such as space engineering/science, aviation, robotics, computation, mechanics and more.

At UT Aerospace, where our academic programs rank among the top 10 in the nation, the sky is not the limit!

UT Austin provides outstanding employee benefits and total rewards 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 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

Purpose

The purpose of the ASE Front Office Coordinator is to provide advanced front‑office and administrative support for the daily operations of the ASE Department. This role delivers high‑quality customer service to ASE faculty, staff, and students while ensuring an efficient, professional, and welcoming office environment.

• Front Office – Manage the department’s front reception area (9am – 4pm), sort incoming mail, greet and welcome visitors, answer multi‑line telephone, provide information and resources to faculty, students, staff, and guests. Distribute and order parking passes for official visitors, order office supplies for department staff, and manage keys for locked department rooms. Assist with poster printing requests and copy requests.
  
  Scanning and archiving of departmental records, photographs, CIS surveys, etc. Manage department kitchen and supplies. Manage the Chair’s calendar.
• Manage the department's shipping & receiving operations, ensuring quality customer service to all departmental constituents. Ensure proper handling of hazardous chemicals or materials. Create receipts within UT Market and keep an accurate inventory of received packages. Develop processes in collaboration with the department's procurement and payments team to ensure accurate billing. Work with vendors, Central Distribution Services, and delivery service companies to resolve shipping errors.
  
  Manage student workers supporting receiving.
• Serve as the department's inventory coordinator, including tagging new equipment, performing the annual inventory audit, completing the annual certification, and ensuring that the department's inventory records are accurate.
• Assist the Director with faculty reviews, peer teaching observations, promotion and tenure, faculty awards, and faculty recruiting.
• Assist department faculty, students and staff with outgoing shipments. Including preparing shipping labels, and scheduling pick-ups with carriers.
• Provide administrative support to the Department Chair and Director for special projects and initiatives. Provide administrative and logistical support for events as needed.
• Other related functions as assigned.

• High school diploma and 5 years of clerical experience.
• Customer service, or related experience.
• Excellent verbal and written…