AUSTIN, TX, USA
16 days ago
Office Manager

Job Posting Title:

Office Manager

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Hiring Department:

Extended Education Ventures

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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

Extended Education Ventures (EEV) (https://extendedcampus.utexas.edu/) is a self-supporting unit within The University of Texas at Austin that enables the development, delivery, and promotion of continuing and professional education across the university.

At EEV we strive to create a talented and supportive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Belonging, Excellence, Future-focused, and Integrity.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

This position requires an in-person, on-campus work schedule of five days.

Purpose

Reporting directly to the Chief of Staff, the Office Manager will provide administrative support to the senior leadership of Extended Education Ventures. This position will handle a large volume of decisions, highly complex in nature, while exercising a high degree of initiative, diplomacy, confidentiality, and judgment.

Responsibilities

Manage and coordinate special projects throughout the organization as needed and as identified by supervisor. Participate in committee and/or group work as assigned. Prepare periodic reports and data requested by supervisor or leadership team.

Lead efforts to foster a cohesive and productive workplace by planning, organizing, and overseeing both formal and informal staff activities. Assist with onboarding and offboarding employees. Work with Marketing Team for special events as needed.

Lead and coordinate space and facilities management for EEV. Provide support for office moves, manage group printing and mailings, collect and distribute mail, order office supplies, equipment, furniture, etc.

Support Chief of Staff in management of business operating system, including preparing agendas and managing preparations and follow-ups for leadership team weekly meetings, quarterly meetings, annual retreats, and All Staff meetings. Take minutes as needed. Manage the collection of semester projects and core values throughout EEV. Organize all meeting documentation and file in Box and other systems as needed to ensure easy access for the Leadership Team.

Manage Director's calendar, prioritize requests, support email management, and draft and review materials for committee meetings and other events.

Organize meetings for other Leadership Team members as needed. Assist with materials and documentation as needed. Organize travel arrangements and various reimbursements or payments. Make arrangements for guests. Other functions as assigned. 

Required Qualifications

Bachelor’s degree and at least 3 years of experience at the Administrative Assistant or Administrative Associate level; or high school graduation or GED and at least 7 years of clerical experience at the Administrative Assistant or Administrative Associate level. Superior organizational, interpersonal, and analytical skills. Ability to take initiative and prioritize tasks. Excellent time-management and problem-solving skills. Ability to collaborate and work effectively with other staff. Demonstrated ability to perform as an effective team member. Superior writing skills. Excellent customer service skills. Ability to work with varied clientele. Awareness and respect for, and flexibility in dealing with, competing constituencies. Ability to handle multiple projects in a fast-paced environment with frequent interruptions. Proficiency with Microsoft Excel and Word. Aptitude to learn new software systems. Experience performing complex administrative functions. Punctuality, regular attendance, and professional demeanor. Must have reliable, personal transportation daily. Demonstrates core values as listed in the general notes section of posting.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the listed years of experience. Experience with UT Austin administrative systems and processes. Experience using Salesforce or other data management systems. Experience managing meetings and events, including planning logistics of scheduling, catering, identifying programming, etc. Experience with managing multiple, high priority projects.

Salary Range

$58,000 + depending on qualifications

Working Conditions

Work performed in a standard office environment

Repetitive use of keyboard at a workstation

Required Materials

Resume/CV

Three work references with their contact information including email addresses; references submitted should be professional and not personal, and 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.

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