Administrative Assistant

The University of Texas at Austin • Austin, TX

26d • Onsite

About The Position

The Administrative Assistant supports the Zone Maintenance supervisor and the Facilities Operations and Maintenance team by handling administrative work related to the work order management system, work order control, material purchases, and the safety program. The role uses UT Works (Asset Works), Microsoft Office, and electronic devices to manage work orders, track information, coordinate service, and support daily maintenance operations. The position serves as an entry point for facilities-related issues and may dispatch staff to emergencies when supervision is unavailable. Driving university-owned vehicles to job sites may be required.

The position is based in Austin, Texas, and is scheduled for 40 hours per week, Monday through Friday, with the schedule determined with the supervisor. Some overtime, evening, weekend, and holiday work may be required. This role is designated essential during extraordinary or emergency situations when the university is closed. The work may involve varied weather and temperatures, chemicals, biohazards, electrical and mechanical hazards, noise, dust, and allergens, as well as considerable walking, standing, squatting, stooping, and moving materials or equipment. Lifting up to 50 pounds may be required.

Requirements

• High school graduation or GED.
• Three years of clerical experience, including customer service, PC use, data entry, answering a multi-line telephone, Microsoft Office, and work in a service-oriented organization dealing with the public.
• Demonstrated excellent communication skills.
• Relevant education and experience may be substituted as appropriate.
• Must be authorized to work in the United States on a full-time basis without sponsorship.
• If driving university vehicles, maintain an acceptable driver rating under Policy UTS157 Section 2.5.4.

Nice To Haves

• Bachelor's degree.
• More than three years of clerical experience.
• Experience at the University of Texas or in a university setting.
• Experience in a service organization dealing with clients primarily by 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 respond quickly to clients in a sometimes stressful environment.
• Attention to detail and a high level of accuracy.

Responsibilities

• Perform administrative tasks in UT Works (Asset Works), including opening work orders, updating statuses, assisting with scheduling, entering labor and material charges, and closing work orders.
• Use Microsoft Word and Excel to enter and revise work order instructions and tasks and to create and update spreadsheets tracking safety training and other items.
• Correspond and coordinate with clients and other shops to arrange work and keep affected personnel informed about important issues, such as building outages.
• Receive incoming calls, emails, faxes, and work requests as the client entry point for facilities-related issues.
• Dispatch appropriate personnel to emergencies or urgent issues when supervision is unavailable.
• Drive university-owned vehicles to job sites when required.

Benefits

• Competitive health benefits, with employee premiums covered at 100% and family premiums at 50%.
• Voluntary vision, dental, life, and disability insurance options.
• Paid vacation, sick time, and holidays.
• Teachers Retirement System of Texas defined-benefit retirement plan with employer matching funds.
• Additional voluntary retirement programs: Tax Sheltered Annuity 403(b) and Deferred Compensation program 457(b).
• Flexible spending account options for medical and childcare expenses.
• Free training access through LinkedIn Learning and professional conference opportunities.
• Tuition assistance.
• Employee discount program, including athletic tickets.
• Free access to UT Austin libraries and museums with a staff ID card.
• Free rides on UT shuttle and Austin CapMetro buses with a staff ID card.
• Continuing education opportunities and stipends for additional trade licenses are described for the Facilities Operations and Maintenance team.

What This Job Offers

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