Administrative Assistant

The University of Texas at Austin•Austin, TX

9h•$42,000•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. With this approach in mind, the team is organized into a zone-based structure and employs flexible work hours, data analysis, and technology to meet operational goals. 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 . 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, schedule to be discussed with supervisor.

Requirements

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, and 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.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Associate's degree with three years of experience. Or 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.

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.

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