Administrative Associate

Administrative Associate

Provide complex administrative support to the Facilities Operations and Maintenance Administrative Office area.

Greet and direct visitors; answer and direct incoming calls; take messages and direct as necessary. Administrative support for FOM Office; including for FOM Associate / Assistant Directors (AD), Senior Administrative Associate (SAA), or Director. Maintain assigned calendars in Outlook, i.e., conference room calendars. Schedule meetings or interviews as requested by FOM ADs, SAA or Director. Order supplies and business cards. Oversee departmental parking permits and checkout procedures.

Assist with booking all travel related to training, conferences, or seminars as needed. Process related travel reimbursements. Maintain travel / training database.

Manage On-Call program; develop annual schedule, maintain record of schedule change requests, and maintain on-call pouches. Update Holiday On-Call schedule, if necessary. Resolve related issues with On-Call program.

Assist with the processing of ProCard for LBJ, DPI, and Administrative Office. Assist with Office Depot, and telecommunications payment documents as needed. Maintain and file Vehicle Usage Logs for DPI and LBJ as needed to keep accurate vehicle records. Resolve any related issues.

Coordination and tracking of uniform orders for all of FOM. This includes placing new orders, replacement orders, and repairs. Communicate any issues or problems with uniform vendor.

Assist with recruiting efforts in department. Schedule interviews and assist with documentation of recruiting process. Assist with processing new employees. Assist with updating position information in Workday and department recruitment tracker.

Coordinate departmental inventory tracking and entering. Maintain vehicle and cart inventory. Perform annual year end processes, such as verify Worqspace and ITS Telecom bill. Set up and maintain files in accordance with UT Records Retention Schedule.

Process division's mail. Distribute printouts, special mail outs, paychecks, etc. Copy, fax, scan, and distribute materials. Sign key requests and backup BACS administrator.

Perform other related functions as assigned by the Senior Administrative Associate or Director. Backup on such duties as hiring, onboarding / offboarding, tracker maintenance, and other tasks / projects as requested. Represent Facilities Operations and Maintenance on committees and liaise with other divisions within the department. Attends staff meetings, safety training and meetings.

High school graduation or GED. Five years of clerical experience, including one year of recent experience at the Senior Office Assistant level. Experience with Microsoft office, including Word, Excel, PowerPoint, etc. Experience with electronic calendaring. Experience in a customer service oriented position. Demonstrated ability to take initiative and work with limited supervision. Ability to pay attention to detail with a high level of accuracy. Demonstrated ability to work on multiple tasks simultaneously. Demonstrated excellent written and verbal communication skills.

Bachelor's degree. More than three years of clerical experience, including one year experience at the Senior Office Assistant level. Experience at the University of Texas or within a large university system. Experience booking travel for administrator. Experience writing processes and procedures.

$42,590 + depending on qualifications.

Uniforms and / or personal protective equipment (furnished)

May work in all weather conditions

May work in extreme temperatures

May work around chemical fumes

May work around standard office conditions

May work around biohazards

May work around chemicals

May work around electrical and mechanical hazards

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Climbing of stairs

Climbing of ladders

Lifting and moving

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 regularly scheduled unless directed otherwise.

Required to operate an electronic device such as an iPhone, iPad, or laptop / desktop computer to perform and fulfill time reporting and work management requirements. Work management requirements include receiving work assignments, updating work orders, and other functions as required.

May be required to work in confined spaces, manholes, tunnels, elevated work, extended shifts including nights, weekends, and holidays.

Considerable walking, standing, squatting, stooping, and moving of heavy materials and equipment in all weather conditions.

May be required to use of personal protective equipment (PPE) while performing duties.

May be required to pass a physical examination.

May be exposed to loud noise, high dust and allergen levels.

May be required to lift up to 50lbs. Often required to twist, grasp, push, pull and bend.

May be required to operate forklifts, personnel lifts and cranes. Operate job related equipment.

May be required to perform elevated work. Occasional work from ladders and / or scaffolds.

May require tuberculosis screening and occasional use of a respirator.

May drive University vehicles. If driving University vehicles, must maintain acceptable driver rating as established in Policy : UTS157 Section 2.5.4.

40 Hour Work Week Schedule; Monday-Friday, On-Site

Resume / CV

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

Letter of interest