Administrative Assistant, The Harry Ransom Center

University of Texas at Austin

4d•$41,000•Onsite

About The Position

The Ransom Center is an internationally renowned humanities research library and museum at The University of Texas at Austin. Its extensive collections provide unique insight into the creative process of writers and artists, deepening our understanding and appreciation of literature, photography, film, art, and the performing arts. Visitors engage with the Center's collections through research and study, exhibitions, publications, and a rich variety of program offerings including readings, talks, symposia, and film screenings. The Ransom Center encourages discovery, inspires creativity, and advances understanding of the humanities for a broad audience through the preservation and sharing of its extraordinary collections. The administrative assistant serves as the first point of contact for visitors to the Ransom Center’s Administrative Suite and the Director’s Office, as well as callers to the main phone line. They provide support to leadership and staff across the building, including responding to a wide variety of questions, assisting with travel requests and reimbursements, payments, internal events, and other day-to-day operations.

Requirements

High School diploma or GED and 3 years of clerical experience OR High School diploma or GED and 1 year of experience at the Sr. Office Assistant Level
Familiarity with administrative software such as Microsoft Office Suite and DocuSign

Nice To Haves

Experience working with UT systems such as Define, Workday, and UT Market
More than 1 year of experience working in an admin or receptionist position

Responsibilities

Create a warm and welcoming environment for staff, visitors, fellows, scholars, authors, Advisory Council members and other guests upon arrival at the Administrative Suite, directing them as needed.
Manage multi-line telephone, answering questions or directing calls and messages to appropriate staff.
Update outgoing voicemail message and manage voicemail messages.
Assist staff with travel requests and reimbursements, including using the request system and DEFINE to create and process RTAs and reimbursements (VE5s, VE6s, VP5s).
Arrange travel on request for staff and visitors.
Train staff on how to request travel and reimbursements and answer questions about UT and Ransom Center policy.
Assist with administrative tasks for the Center including domestic and international shipments, packages and mailings, using stamps, Mail Services, and eShipGlobal; create and print address and shipping labels; manage mailing lists.
Serve as back-up to the Assistant to the Director for administrative support, including calendar management and representing the Director’s Office in communications with donors and VIP visitors.
Use Define and Request System to process income vouchers (VC1s) as well as assist with creating payment vouchers (VP1s, VP2s, VPEs).
Assist with setting up new vendors and payees with the Payee Information Form using DocuSign, including current staff, prospective staff, and fellows.
Send documents for signature through DocuSign as requested.
Work with Supply and Receiving Specialist to receive mail, packages, and orders that are delivered to the Administrative Suite, and assist staff with office supply needs from the mailroom.
Maintain office supply inventory in mailroom, place orders as needed using UT Market, Amazon, and other procurement methods.
Oversee operation and troubleshooting of copier and shredder.
Support Sharepoint calendar for room reservations and manage rebookings or corrections as needed.
Assist in keeping the Finance & Administration Sharepoint page updated.
Manage orders, set-up and clean-up for weekly Scholar’s Coffee, and other staff meetings and events, including refreshments, coffee, and supplies.
Responsible for preparation of morning coffee for the Center and for events as needed.
Occasionally place orders for staff lunches or internal events.
Maintain clean and functional designated food prep and break room areas.
May supervise student workers in the administrative suite.
Other related functions as assigned.