Administrative Associate

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What starts here changes the world.

The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 19 colleges and schools. By creating educational opportunities for all and leading cutting-edge research at scale, the University fosters positive social change, technological advancement, and economic progress showing the world that change really does start here.

An organizational priority is to successfully make UT the world's highest-impact public research university, unleashing knowledge, opportunity and innovation from the heart of Texas.

Learn more about UT's mission and values, and leadership.

The Lyndon B. Johnson School of Public Affairs at the University of Texas at Austin is one of the nation's premier public policy schools. As Texas' top-ranked policy school for over five decades, the LBJ School provides unmatched opportunities for students to engage with policymakers, industry leaders and innovators in Austin and beyond. The school is committed to improving the quality of public service in the United States and abroad at all levels of governance and civic engagement. Our goals are to prepare students and professionals for leadership positions in public service, produce interdisciplinary research to advance our understanding of complex societal problems and create solutions, promote effective public policy and management practice and foster civic engagement on issues of public concern.

Committed to advancing the quality of public service, the LBJ School continues to drive education, research and civic engagement at all levels of governance.

The LBJ Governor's Center for Management Development (GCMD) seeks an Administrative Associate to assist the Senior Executive Education Coordinator with daily administrative and logistical conference support for all GCMD/Executive Education training programs. This position is on-site position and will report to the Senior Executive Education Coordinator.

• Support GCMD training registration by acknowledging email inquiries/registrations, and entering information into the Customer Relationship Management (CRM) system (FileMaker Pro).

• Invoice participant organizations, receive and reconcile payments for training participants.

• Monitor the GCMD email inbox and respond, distribute and track open correspondence in a timely and professional manner.

• Support training logistics by ensuring that contracts, Banquet Event Orders (BEO), banquet checks, travel logistics and reimbursements are submitted.

• Partner with our Business Administartive Services (BAS) team to ensure that all lecture fees and payments are submitted and processed in a timely manner.

• Track ongoing activities using the Asana project management system.

• Partner with the BAS team to arrange travel reservations and logistics to process Requests for Travel Authorizations (RTA) and prepare Official Occasion Expense Forms (OOEF) and other financial documentation for payments.

• Schedule and coordinate use of internal and external training rooms.

• Order and maintain supplies for GCMD and the Executive Education programs.

• Support the LBJ School Digital Badging initiative.

• Ensure training equipment is in working order prior to trainings.

• Prepare and print associated trainings materials (agendas, pax list, transcripts) and ensure supplies (notebooks, participant pack, learning journals) are ready prior to training delivery.

• Support EMPL work by partnering with the Executive Master of Public Leadership (EMPL) administrative team to provide classroom and catering support for weekend classes, not to exceed one weekend per month.

• Participate in staff meetings.

• Serve as back-up support to Senior Executive Education Coordinator.

Bachelor's degree and at least 1 year of experience coordinating or administering programs or events. Demonstrated success in a customer service environment and communicating effectively with different constituencies through a variety of media. Ability to problem solve with speed and creativity while employing good judgment and composure. Excellent oral and written communication skills. Demonstrated attention to detail for accuracy. Collaborative approach with excellent organizational skills and adaptability. Moderate understanding of social media platforms.

Relevant education and experience may be substituted as appropriate.

More than the required experience. Experience with Filemaker Pro, Outlook, and Microsoft Office Suite, Canvas, planning and coordinating events, catering, travel and conference scheduling. Experience with UT systems and procedures.

$50,000+ depending on qualifications

• Typical office environment, repetitive use of keyboard, must be able to lift 15 pounds, and stand for longer periods of time

• May work in a variety of settings, indoors and outdoors

• Some weekend and evening work may be required (not to exceed 1 weekend a month)

• Must be willing and able to travel throughout Texas

• Resume/CV

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

• Letter of interest

Final candidates will be asked to submit writing samples including examples of past marketing materials (flyers, one-pagers) email newsletters written, and social media posts created. Candidates will also be asked to respond to a writing prompt.

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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 and 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.