Administrative Assistant

The University of Texas at Austin•Austin, TX

1d•Onsite

About The Position

Join the Facilities Operations and Maintenance team, a highly responsive and knowledgeable crew providing outstanding service for Facilities Services and to the university community. Our teams provide a comprehensive array of qualified services, backed by our licensed and certified technicians, to this end, we offer opportunities for continuing education, as well as various stipends for additional trade licenses. Our team of trained trade experts are well-matched for the university’s operational and maintenance needs, whether the facility is a brand new laboratory or our iconic Tower. Our goal is to self-identify operations and maintenance issues long before our clients realize a repair is needed and take a thoughtful approach to using their resources, structuring processes, and providing the best client service and use of university resources. This goal comes from our sense of ownership and pride in our work. Your skills will make a difference. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to: 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 For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards . For more information on the Maintenance Operations group, please visit: Visit the Facilities Operations and Maintenance Website Must be authorized to work in the United States on a full-time basis for any employee without sponsorship. Security sensitive; Criminal background check conducted on selected applicant. Hiring decision is contingent on applicant clearing check. This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215. Applications will be reviewed online by the hiring department. This is a 40 hour work week schedule; Monday-Friday, hours to be discussed with supervisor.

Requirements

High school graduation or GED.
Three years of experience with clerical functions including the following: providing customer service; experience using a PC; experience performing data entry; experience answering a multi-line telephone; experience with Microsoft Office; and experience in a service-oriented organization dealing with the public.
Demonstrated excellent communication skills.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor's degree.
More than three years clerical experience.
Experience at the University of Texas or in a university setting.
Experience in a service organization dealing with clients primarily via the telephone.
Experience with computerized service request system.
Experience in a maintenance shop environment.
Demonstrated excellent communication skills.
Demonstrated ability to take initiative and work with limited supervision.
Demonstrated ability to provide quick response to clients in a sometimes stressful environment.
Ability to pay attention to detail with a high level of accuracy.

Responsibilities

Perform work order management system (UT Works) administrative duties such as opening work orders, updating statuses, assisting with scheduling, entering labor and material charges, and closing work orders.
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.
Correspond and coordinate with clients and other shops to coordinate work, and keep impacted personnel appraised of important issues such as building outages.
Serve as the client entry point for facilities related issues by receiving incoming phone calls, emails, faxes, and work requests.
Dispatch appropriate personnel to address emergencies and/or urgent issues when supervision is unavailable to perform this function. (Driving University owned vehicles to job sites may be required for this function.)

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