Job Posting Title:

Senior Administrative Associate, Texas Global

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Hiring Department:

Texas Global

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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

The University of Texas at Austin (UT Austin) is one of the largest public universities in the United States and is the flagship of The University of Texas System. UT Austin enrolls more than 52,000 students studying in almost 120 bachelor’s degree programs and more than 220 graduate programs across 18 colleges and schools. UT Austin is steadfastly committed to global engagement and is home to more than 5,600 international students and 1,500 international scholars from more than 130 countries, with more than 530,000 living alumni in 176 counties around the world.

Texas Global  advances UT Austin’s academic mission by leading, supporting, and coordinating the university’s international engagement efforts, fostering strategic partnerships on campus and abroad, welcoming a cadre of impressive international students and scholars to campus, and creating opportunities for students and faculty to engage with peers and institutions around the world. Texas Global is comprised of nine units, home to over 140 staff members, and continued growth of the organization is expected.

Your skills will make a difference. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of faculty and staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like 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%)

Voluntary Vision, Dental, Life, and Disability insurance options

Generous paid vacation, sick time, and holidays

Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

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

Robust free training access through LinkedIn Learning plus professional conference opportunities

Tuition assistance

Expansive employee discount program including athletic tickets

Free access to UT Austin's libraries and museums with staff ID card

Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

Purpose

To provide highly complex administrative support, coordinating and organizing administrative processes and office workflow using a high degree of initiative, judgment, and discretion.

ResponsibilitiesProvide administrative support to the director and Education Abroad leadership team with minimal oversight provided.  Manage director's calendar and serve as the primary point of contact for scheduling meetings - accepting and moving calendar entries with precise judgment and discretion and managing all scheduling conflicts.  Prioritize incoming phone calls, electronic correspondence, and meeting requests.  Respond to internal and external inquiries, including answering correspondence and routing information as appropriate.Coordinate the Peer Mentor and Global Ambassador programs. Responsible for the recruiting and student application process; convening of the selection committee; and the hiring, training, and scheduling of peer mentor student employees. Conduct biweekly meetings to communicate unit needs, delegate tasks, and give/receive general feedback. Review and evaluate performance in conjunction with assistant directors. Coordinate Global Ambassador program in coordination with Texas Global’s Marketing and Communications team, including recruiting potential ambassadors each semester, reviewing applications, sending publication schedules assembled by the Marketing and Communications team, reviewing blogs for approval to publish, and sending Global Certificates of Engagement to successful participants. Coordinate administrative and outreach components of the UT Austin’s Fulbright U.S. Student Program scholarship process on behalf of the faculty chair. Track student inquiries and completeness of applications, coordinate meeting and interview schedules, and correspond with students, committee members, and Fulbright administrators.Obtain, assemble, and analyze complex data from various sources to prepare reports internally and externally. Research, report, and track information for projects as assigned. Compile statistics and prepare charts, graphs, and administrative reports, as required. Co-coordinate the university’s bi-annual education abroad fair, including contracting with vendors, correspondence with invited fair participants, and organizing the work of Education Abroad professional and student staff related to the fair.Collect receipts, track expenses, and facilitate reimbursements. Coordinate and manage travel, including reimbursements and related activities. Manage the unit’s ProCard.Support meeting preparation and follow-up: prepare meeting rooms, develop agendas, and take meeting notes where needed. Communicate and follow up on necessary action items as needed. Support visitors as needed.Support Education Abroad’s recruiting, interviewing, and hiring processes by centralizing communications with applicants and committee members, preparing recruitment plans, and screening and tracking applicants.Perform special projects as assigned.

Required Qualifications

High school graduation or GED. Three years of experience with clerical functions. Proficient in MS Word and Excel.  Proficiency in examining, organizing, and accurately reporting information. Excellent interpersonal, communication, organizational, and writing skills. High level of professionalism. Attention to detail. Ability to prioritize responsibilities and manage multiple concurrent projects. Equivalent combination of relevant education and experience may be substituted as appropriate. 

Preferred Qualifications

Bachelor’s degree. Proven problem-solving skills. Experience providing support in a customer service environment with excellent customer service skills. Demonstrated use of initiative and judgment.  Ability to work independently and as part of a team. Experience working with University of Texas policy and procedures. Advanced MS Word and Advanced Excel skills and knowledge of PowerPoint and Asana.  Knowledge of Trello, CANVAS, and Adobe Acrobat.  Experience compiling statistical reports.

Salary Range

$52,000

Working Conditions

Work in a shared office environment. Work around standard office conditions. This position is located in Austin, Texas.

Required Materials

Resume/CV

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