Job Posting Title:

Administrative Associate-Dean's Office

----

Hiring Department:

Graduate School

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Oct 07, 2024

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

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. Work schedule will be discussed with supervisor.

You will be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience.  If you are the type of person that wants to know your work has meaning and impact, you will appreciate working in our department and for UT Austin.  UT Austin provides an outstanding benefits package including but not limited to:

Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)

Vision, Dental, Life, and Disability insurance options

Paid vacation, sick leave, and holidays

Teachers Retirement System of Texas (a defined benefit retirement plan)

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

Training and conference opportunities

Tuition assistance

Athletic ticket discounts

Access to UT Austin's libraries and museums

Free rides on all UT Shuttle and Capital metro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose

To provide responsible, complex administrative skills for the Graduate School, requiring the use of initiative and judgment, in routine and repetitive duties.

Responsibilities

Perform duties as Dean's Office front desk receptionist: Greet walk-in students and direct them to the appropriate staff for assistance; Schedule and coordinate use of conference rooms; Order and maintain office supplies for Dean's Office staff, copier, printers and meeting rooms; prepare and submit facilities requests, distribute mail and track correspondence.

Under the direction of the Executive Assistant, act as backup, scheduler, and confirm appointments for the Dean.

Provide administrative support to Graduate School Associate Deans, including but not limited to scheduling and maintaining calendars, reviewing email and routing to appropriate staff for action.

Collaborate with Executive Assistant to print letters, labels for mailings with Dean’s signature, including FedEx mailings. Process travel and entertainment reimbursements as needed.

Coordinate administrative and logistical support of events for faculty, staff, and students. Attend events to perform duties as assigned.

Prepare electronic and paper documents, official occasions, purchase of goods and services for the Dean's Office staff.

Responsible for all aspects of the annual inventory process related to all equipment tracking for the Graduate School suite.  Including updating during the year as new equipment is added to the inventory and keeping current with all University inventory policies and procedures.

Serve as official contact for the Graduate School Emergency Management Team including floor manager duties.  Provide office safety trainings/communications to the Graduate School suite.  Point of contact for Graduate School listserv.

Other special projects and duties as assigned.

Required Qualifications

High school graduation or GED.  Five years of clerical experience. Knowledge of Microsoft Office Suite. Demonstrated attention to detail and ability to multitask in an environment with frequent interruptions. Ability and willingness to work independently and as a team member. Strong written and oral communication skills. Must be reliable and professional at all times. Ability to maintain regular office hours and have regular, punctual attendance.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required years of experience with clerical functions. Working knowledge of University components and Graduate School policies. Experience providing reception services in a professional setting. Experience with clerical functions associated with sensitive and confidential information. Demonstrated ability to handle multiple tasks under noisy office conditions. Demonstrated ability to use computers and Microsoft Word and Excel. Demonstrated ability to work under pressure and meet deadlines. Familiarity with the Family Educational Rights and Privacy Act, FERPA. Familiarity with UT policy and procedures.

Salary Range

$45,000 + depending on qualifications

Working ConditionsManual dexterity.Repetitive use of a keyboard at a workstation.Standard office conditions.
 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.

----

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.

----

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.

----

Background Checks:

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

----

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.

----

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.

----

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.

----

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]

----

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.