The University of Texas at Austin · 2 days ago
Administrative Assistant
Austin, TX
Full-time
Onsite
Entry Level
4+ years expThe University of Texas at Austin is seeking an Administrative Assistant to join their Facilities Operations and Maintenance team. This role involves performing administrative duties related to work order management, material purchases, and safety programs to support the Elevator Services Manager and enhance operational excellence.
Corporate TrainingEducationHigher EducationUniversities
No H1B
Responsibilities
Perform administrative duties in work order management system (UT Works) such as opening work orders, updating statuses, scheduling, entering labor and material charges, and closing work orders. Asset management, accounts verification, records retention, planned maintenance programs, inspection programs, reports and queries, and all other things UT Works related. Examines correspondence and determines work priority
Maintains calendars for FOM Elevator Services, including Manager's and team's out-of-office calendar. Creates agendas and records minutes for meetings. Prepare and distribute correspondence and emails. Day-to-day prioritization of activities for meetings for team. Strategically manage manager's calendar and time. Plan for contingencies and anticipate potential problems. Manage office and administrative functions for the manager. Plan meetings with vendors and campus community as needed
Serve as the client entry point for related issues by receiving incoming phone calls, emails, and work requests. Correspond and coordinate with clients and other shops to coordinate work and keep those impacted appraised of important issues, e.g. building outages. Develop relationships both internally and externally to keep Manager informed of matters affecting working relationships. Work collaboratively with others on implementing directives from Manager
Utilize Microsoft Office software such as Word and Excel to enter and revise work order instructions and tasks, as well as track safety-related training and other items by creating and updating spreadsheets. Works with Safety and Training to coordinate job certifications for FOM Elevator Services. Manage electronic and paper documents within the University's policy. Create SharePoint and UT Box files, manage permissions, and track changes to the files for regulatory compliance
Manage urgent situations with personnel including but not limited to gaining access to different areas on campus, procuring keys/card reader access and security clearance for employees and contractors. (5%)
Tracks budgets and project accounts for accurate accounting. Develop and administer files on SharePoint for regulatory compliance. Prepare reports and identify areas needing improvements. Assists in developing five-year plan for renovation of the elevator equipment. Prepares purchase requests packages for elevator renovations. Assures project components are organized properly and that the submittal is complete. Tracks progress of the request working closely with purchasing and business contracts departments
Create and maintain workflow charts and standard operating procedures for FOM Elevator Services. Develop, monitor, and analyze KPIs to identify improvement opportunities and track progress. Conduct regular audits and assessments to ensure compliance with lean principles and standards. Review and revised standards on at regular intervals. This includes the Division 14 design guidelines, elevator inventories, remote monitoring systems, phone sheets, and other regularly changed documents
Qualification
Required
High School Degree or GED with an additional four years of experience
Three years of experience with clerical functions including providing customer service
Experience using a PC
Experience performing data entry
Experience answering a multi-line telephone
Experience with Microsoft Office
Experience in a service-oriented organization dealing with the public
Demonstrated excellent communication skills
Ability to pay attention to detail with a high level of accuracy
Preferred
Associate's degree with three years of experience
Bachelor's degree
More than the required years of clerical experience
Experience at the University of Texas or in a university setting
Experience in a service organization dealing with clients both via email and telephone
Experience with a computerized service request system
Experience in a maintenance shop environment
Demonstrated ability to take initiative and work with limited supervision
Demonstrated ability to provide quick response to clients in a sometimes stressful environment
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 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
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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