Administrative Assistant

University of Texas at Austin•Austin, TX

27d•$38,000•Onsite

About The Position

The Administrative Assistant supports the Zone Maintenance supervisor and the Facilities Operations and Maintenance team by handling administrative tasks related to work-order management, work-order control, material purchases, and the safety program. The role uses UT Works (Asset Works) and Microsoft Office to manage work orders, record charges, maintain instructions and task details, and track safety training. It also coordinates with clients and other shops, provides the entry point for facilities-related requests, and may dispatch personnel to urgent situations when supervision is unavailable. Driving university 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 specific schedule determined with the supervisor. Some overtime, evening, weekend, and holiday work may be required. The position is designated as essential during extraordinary and emergency situations when the university is closed. Working conditions may include all weather and temperature extremes, office settings, chemical fumes, biohazards, chemicals, electrical and mechanical hazards, loud noise, and dust or allergens. Physical tasks may include extensive walking and standing, squatting, stooping, climbing stairs and ladders, keyboard use, manual dexterity, and moving materials or equipment, including lifting up to 50 pounds. Uniforms and personal protective equipment are furnished; tuberculosis screening and occasional respirator use may be required. Applicants must be authorized to work in the United States on a full-time basis without sponsorship. The position is security-sensitive and finalist(s) will be subject to a criminal background check. The university offers a benefits package that includes health coverage, optional insurance, paid leave and holidays, retirement plans, flexible spending accounts, training and conference opportunities, tuition assistance, employee discounts, and access to university libraries, museums, and transit.

Requirements

High school graduation or GED.
Three years of clerical experience, including customer service, PC use, data entry, answering a multiline telephone, Microsoft Office, and experience in a service-oriented organization dealing with the public. Relevant education and experience may be substituted as appropriate.
Demonstrated excellent communication skills.
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.
Submit a resume/CV, three work references with contact information (at least one from a supervisor), and a letter of interest.

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 primarily serving clients 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.
Ability to pay attention to detail with 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 create and update spreadsheets to track safety-related training and other items.
Correspond and coordinate with clients and other shops, 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; driving university vehicles to job sites may be required.
Operate an electronic device such as an iPhone, iPad, or computer for time reporting and work-management requirements, including receiving assignments and updating work orders.
Maintain contact with the supervisor and report to work as scheduled during extraordinary or emergency situations when the university is closed.

Benefits

Competitive health benefits, with employee premiums covered at 100% and family premiums at 50%.
Voluntary vision, dental, life, and disability insurance options.
Generous 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 broader Facilities team.