Administrative Associate - Dean's Office Receptionist

Administrative Associate - Dean's Office Receptionist

Hiring Department: John A and Katherine G Jackson School of Geosciences

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

This administrative position serves as the first point of contact for the Dean's Office and plays a critical role in maintaining a professional, organized, and welcoming environment.

This position is responsible for front desk operations, oversight of shared office spaces, and providing administrative support to ensure the smooth daily functioning of the Dean's Office. The role also provides logistical support for meetings and special events, assists with student worker coordination, and serves as backup support to the Assistant to the Dean as needed.

Front Desk & Office Operations

• Staff and manage the Dean's Office front desk during business hours, serving as the primary point of contact for visitors, faculty, staff, students, and external guests.
• Maintain a professional and welcoming lobby environment, including oversight of shared spaces such as the lobby and breakroom.
• Monitor and coordinate the use of common areas to ensure cleanliness, organization, and readiness for daily operations and meetings.

Conference Room & Scheduling Support

• Manage reservations for the Dean's Office conference room(s), including scheduling, confirming availability, and coordinating room setup as needed.
• Ensure conference rooms are properly prepared before meetings, including furniture arrangement, basic technology readiness, and supply availability.

Administrative & Office Support

• Oversee administrative tasks related to office operations, including ordering office supplies and ensuring supplies are adequately stocked.
• Track inventory of common-use supplies and coordinate replenishment in accordance with university purchasing procedures.
• Assist with routine administrative tasks to support the overall workflow of the Dean's Office.

Events & Special Projects

• Assist with coordinating special events hosted by the Dean's Office, including meetings, receptions, and internal gatherings.
• Provide logistical support for events such as room setup, catering coordination, and on-site assistance as needed.

Student Worker Support

• Assist with managing student workers assigned to the Dean's Office, including daily task coordination and coverage support as directed.
• Help ensure appropriate front desk and administrative coverage during peak times.

Backup Support

• Serve as backup support to the Assistant to the Dean when needed, including coverage during absences and assistance with time-sensitive administrative needs.

Bachelor's degree and at least 1 year of administrative experience, or a High School diploma and at least 5 years of clerical experience. Professional demeanor. Experience with Microsoft Office Suite. Experience with supply ordering and calendar management.

Relevant education and experience may be substituted as appropriate.

More than the required experience. Experience managing and maintaining a front desk or reception area. Experience in a higher education setting.

$55,000

• Standard Office Environment.
• Repetitive use of a keyboard at a workstation.
• Use of manual dexterity.

• 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 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.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply.

This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being…