Administrative Assistant

Job Posting

Title:

Administrative Assistant

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- Hiring Department:

Office of Graduate Admissions

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- Position Open To:

All Applicants

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- Weekly Scheduled

Hours:

40

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- FLSA Status:

Non-Exempt

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- Earliest

Start Date:

Immediately

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- Position Duration:

Expected to Continue

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- Location:

UT MAIN CAMPUS

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- Job Details:

General Notes

Selection made by committee and hiring supervisor based on review of on-line applications and results of personal interviews. Hiring decision contingent upon applicant clearing security background check. Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

Purpose

Assist in organizing and coordinating the daily operations of the Office of Graduate Admissions to ensure timely processing of credentials. Oversee customer needs and provide information for applicants and graduate departments on all platforms. This position is fully in-person from 8 a.m.

- 5 p.m.

Responsibilities

* Building and Office Space - Serve as primary support for front desk operations, ensuring visitors are directed to the appropriate staff members and/or UT offices on campus for assistance. Open Office of Graduate Admissions Center each day, Monday through Friday and ensure the space is clean, organized and prepared for guests. Work closely with UTA building manager on matters pertaining to the entire building, including serving as a Floor Manager for emergency management.

Maintain inventory of supplies and materials and proactively submit purchase orders as needed. Submit and manage requests for facilities. Manage daily mail service operations. Open and distribute daily Graduate Admissions mail and serve as backup when student employee(s) are unable to do so.

* Administrative - Provide direct administrative support to the Graduate Admissions Director and the Graduate Admissions team, including scheduling meetings and assisting with travel requests and reimbursements, as needed. Assist with creating and upkeeping electronic filing systems and onboarding materials. Support processes to orient and introduce new staff members. Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation.

Be the departmental procard manager and process purchasing, reimbursements and payment requests in compliance with UT policies and procedures.

* Student and Processing Support - Answer general and specific questions regarding application and admissions via telephone and email. Respond to emails for several email inboxes. Process fee waivers and departmental IDTs. Resolve exceptions for GMAT, TOEFL, and GRE test scores. Merge student files. Assist with resolving 12th and 4th class day exceptions. Assist with other processing and evaluation needs, especially during peak periods.

* Other Duties - Assist with special projects at the direction of the Director, coordinating across units and ensuring follow-up on action items.

Required Qualifications

High school diploma or GED. Three years of directly related experience with complex administrative functions. Demonstrated adaptability, experience working in a team setting, attention to detail, ability to engage, be motivated in the work environment, both strong written and oral communication, and strong interpersonal communication skills. Ability to display tact and professionalism, work cooperatively in the office environment, and provide excellent customer service.

Require minimal supervision and use time efficiently. Respond to requests for service and assistance and meet strict deadlines. Exhibit sound and accurate judgment. Demonstrate persistence and overcome obstacles. Ability to take initiative in working both independently and in cooperation with others. Advanced knowledge of Microsoft Office Suite.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. Familiarity with University of Texas administrative systems, including Mainframe, DEFINE, and CRM systems such as Slate Technolutions. Proven ability to analyze issues and offer practical solutions. Extensive experience in a position that demonstrated advanced competency in direct customer service, problem solving, process improvement or related job knowledge. Demonstrated organizational ability, negotiation skills, and work under pressure. Experience in identifying and resolving problems in a timely manner.

Experience working in a university environment and assisting individuals from various cultures. Strive to continuously build knowledge and skills.

Salary Range

$45,000

Working Conditions

* Work around standard office conditions.

* Repetitive use of a keyboard at a workstation.

* This position is located in Austin, Texas.

Required Materials

* Resume/CV

* 3 work references with their contact information; at least one reference should be from a supervisor

* Letter of interest

Important for applicants who are NOT current university employees or…