The University of Texas at Austin · 1 month ago
Administrative Associate, Department of Civil, Architectural and Environmental Engineering
UT MAIN CAMPUS
Full-time
Onsite
Mid, Senior Level
$45K/yr - $45K/yr
5+ years expThe University of Texas at Austin is a top-tier engineering school known for its innovative technology and engineering education. The Administrative Associate will provide advanced administrative support in the daily operations of the Department of Civil, Architectural and Environmental Engineering, ensuring high levels of customer service for faculty, students, and staff.
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Responsibilities
First point of contact for CAEE visitors. Answer department main line and direct calls to other offices or staff, greet the public. Provide information and resources to faculty, students, staff, and guests. Distribute and order parking passes for official visitors
Serve as the primary shipping and receiving staff member for the department, including sort incoming mail. Collect and distribute department campus mail, US mail, and shipping carrier packages, create shipping or receive deliveries for shipping carriers. Make department-related deliveries or pick-ups on UT campus when needed
Responsible for office supply inventory as well as upkeep and maintenance of the reception and kitchen area. This includes keeping all public areas tidy and free of clutter, organization of departmental storage spaces, and resetting meeting rooms after department meetings
Submit shredding service requests and copy machine maintenance
In collaboration with Events Program Coordinator, manage student workers, including delegating duties/tasks/projects in accordance with department priorities
Collaborate with Building manager on notifying about work orders needed to correct any deficiencies in the spaces, as well as coordinate lost and found items
Assist faculty and staff with printing and copy requests. Scanning and archiving of departmental records. Assist faculty with printing exams and distribute them to students
Manage room reservations for department-controlled rooms. Included but not limited to student group meetings, faculty meetings, faculty events, seminars, staff meetings
Order and distribute parking passes for official visitors
Check out keys for locked department rooms, including seminar rooms
Monitor the CAEE email inbox, respond to inquiries, and provide guidance to CAEE faculty, staff, and students related to administrative process
Provide administrative and logistical support for events, including but not limited to CAEE annual tailgate, graduate research poster sessions, faculty recruitment visits, and other various department events
Place orders for catered faculty lunches, coffee bar supplies, as well as drinks and snacks for student organizations and/or department meetings
Provide administrative and clerical support to the Department Chair and Director for special projects and initiatives. Under supervision of Director execute Faculty Affairs processes related to Reviews (Annual, Post Tenure, 3rd Year). Create and monitor UT Box folders for 54 faculty for annual reports
Collaborate with Department director on annual endowment letters. Making sure all are received and send on time
Manage department chair's calendar. Schedule appointments and meetings; assemble appropriate reference materials for meetings; reserve conference rooms, virtual conference setting, and phone lines, and handle all other necessary logistical details
Coordinate small meeting functions; respond to requests for meetings; manage complex schedules and working with others to coordinate meeting requests in an often rapidly changing environment. Update Outlook room calendars with department meetings. Send calendar invitations
Qualification
Required
High school diploma or GED and at least five years of experience
Bachelor's degree and at least one year of clerical experience
Customer service, or related experience
Proficiency with Microsoft Office programs
Outstanding organizational skills, attentiveness to detail, and time-management skills
Demonstrated ability and willingness to work as a team member and independently
Ability to effectively manage a high volume of work
Punctuality and professional demeanor
Preferred
Excellent verbal and written communication skills
Experience working in an academic environment
Experience with University of Texas policies, procedures and administrative systems
Benefits
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 7.75% 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
Company
The University of Texas at Austin
The University of Texas at Austin is one of the largest public universities in the United States.
10001+ employees
H1B Sponsorship
The University of Texas at Austin has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (282)
2024 (210)
2023 (175)
2022 (186)
2021 (187)
2020 (190)
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
Republic Capital Group
2022-09-14Series Unknown
Leadership Team
Will Whiting
Chief Development Officer
Recent News
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