Administrative Assistant

University of Texas at Austin

46d • Onsite

About The Position

Assist in organizing and coordinating the daily operations of the Office of Graduate Admissions to ensure timely processing of credentials. Oversee customer needs and provide information for applicants and graduate departments on all platforms. This position is fully in-person from 8 a.m. – 5 p.m.

Requirements

• High school diploma or GED.
• Three years of directly related experience with complex administrative functions.
• Demonstrated adaptability, experience working in a team setting, attention to detail, ability to engage, be motivated in the work environment, both strong written and oral communication, and strong interpersonal communication skills.
• Ability to display tact and professionalism, work cooperatively in the office environment, and provide excellent customer service.
• Require minimal supervision and use time efficiently.
• Respond to requests for service and assistance and meet strict deadlines.
• Exhibit sound and accurate judgment.
• Demonstrate persistence and overcome obstacles.
• Ability to take initiative in working both independently and in cooperation with others.
• Advanced knowledge of Microsoft Office Suite.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Bachelor's degree.
• Familiarity with University of Texas administrative systems, including Mainframe, DEFINE, and CRM systems such as Slate Technolutions.
• Proven ability to analyze issues and offer practical solutions.
• Extensive experience in a position that demonstrated advanced competency in direct customer service, problem solving, process improvement or related job knowledge.
• Demonstrated organizational ability, negotiation skills, and work under pressure.
• Experience in identifying and resolving problems in a timely manner.
• Experience working in a university environment and assisting individuals from various cultures.
• Strive to continuously build knowledge and skills.

Responsibilities

• Building and Office Space - Serve as primary support for front desk operations, ensuring visitors are directed to the appropriate staff members and/or UT offices on campus for assistance. Open Office of Graduate Admissions Center each day, Monday through Friday and ensure the space is clean, organized and prepared for guests. Work closely with UTA building manager on matters pertaining to the entire building, including serving as a Floor Manager for emergency management. Maintain inventory of supplies and materials and proactively submit purchase orders as needed. Submit and manage requests for facilities. Manage daily mail service operations. Open and distribute daily Graduate Admissions mail and serve as backup when student employee(s) are unable to do so.
• Administrative - Provide direct administrative support to the Graduate Admissions Director and the Graduate Admissions team, including scheduling meetings and assisting with travel requests and reimbursements, as needed. Assist with creating and upkeeping electronic filing systems and onboarding materials. Support processes to orient and introduce new staff members. Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation. Be the departmental procard manager and process purchasing, reimbursements and payment requests in compliance with UT policies and procedures.
• Student and Processing Support - Answer general and specific questions regarding application and admissions via telephone and email. Respond to emails for several email inboxes. Process fee waivers and departmental IDTs. Resolve exceptions for GMAT, TOEFL, and GRE test scores. Merge student files. Assist with resolving 12th and 4th class day exceptions. Assist with other processing and evaluation needs, especially during peak periods.
• Other Duties - Assist with special projects at the direction of the Director, coordinating across units and ensuring follow-up on action items.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED