Job Posting Title:

Administrative Associate

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Hiring Department:

Molecular Biosciences

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

30

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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:

AUSTIN, TX

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Job Details:

General Notes

The Department of Molecular Biosciences leads in research and education spanning molecular, microbial, cellular, developmental, chemical, plant, structural and systems biology. Exploring the molecular foundations of biology and disease, our faculty include world experts in cell and developmental biology, systems and synthetic biology and structural biology. Our faculty and their teams not only make discoveries that change the world, they leverage these discoveries into state-of-the art courses and training experiences for undergraduate and graduate students as part of our core educational mission. 

Purpose

The front desk Administrative Associate in MBS plays a critical role in supporting the overall functions of the department with responsibility for monitoring front desk activities and being the hub of communication and departmental correspondence, inclusive of daily shipping and receiving. The ability to work effectively and flexibly while managing multiple tasks in a dynamic environment is crucial to departmental success.

Responsibilities

Front Desk, Visitor Support, and General Administrative Support

Provide a professional and friendly atmosphere for the MBS front desk. Greet and direct visitors, answer phones, and provide general information to guests. Provide general administrative support to MBS administrative staff and for special projects. Maintain inventory of MBS office and break room supplies. Process supply orders via UT Market and Amazon Business. Track orders as necessary.

Package and Mail Management

Oversee office and administrative packages, including sorting and distributing inbound mail. Log inbound FedEx packages and notify recipients. Manage outbound packages, including creating waybills and scheduling FedEx pickups via eShip. Process office and administrative package requests, maintaining sign-in sheets, packing logs, and related paperwork.

Key Request Management

Process incoming electronic key requests, ensuring accuracy and completeness.

Conference Room Management and Event Support

Maintain MBS conference room and manage reservations for usage.  Provide general support for events, including assisting with set-up, reset, and breakdown of event spaces. Assist with day-of activities, such as the delivery and setting up of catering orders.

Invoice and Accounting Support

Scan invoices and route them to the department accounting team.  Research missing data by searching for POs in Point Plus.

 

Office and Facilities Maintenance Coordination

Coordinate maintenance, cleaning, and repairs with facilities and maintenance teams to ensure optimal appearance and functionality of the MBS suite. Maintain department-supported copiers in MBS buildings by refilling paper, toner, and scheduling repairs as needed.  Work with supervisor on annual space-related projects.  Maintain and track departmental parking passes.

Required Qualifications

Bachelor’s degree or a High School Diploma with relevant work experience. Strong interpersonal and customer service skills are essential, along with excellent oral and written communication abilities. Outstanding organizational skills, diligence, and effective time-management are key attributes. The ability to work both independently and as part of a team is important, as well as the ability to maintain confidentiality and manage sensitive information appropriately. Demonstrated tact and diplomacy in interactions with colleagues and a willingness to adapt to innovative technologies and software are essential. Ability to manage multiple tasks simultaneously while staying organized and prioritizing effectively. The role requires above-average attention-to- detail, strong critical thinking skills, and the ability to follow through on projects both collaboratively and independently. Effective communication skills are necessary to interact with a wide range of constituents, including college leadership, faculty, staff, and students.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience and familiarity with UT Austin policies, procedures, and administrative functions. Intermediate level experience with Microsoft Office.  Experience working with faculty and students. Demonstrated commitment to providing excellent customer service. Demonstrated interpersonal skills with the ability to be friendly and approachable.

Salary Range

$42,000+ depending on qualifications

Working Conditions

May work around chemical fumes

May work around standard office conditions

May work around biohazards

May work around chemicals

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Work Shift

Monday through Friday, 30 hours, 8am to 3pm, flexible

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 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.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.