Administrative Associate, College of Natural Sciences

University of Texas at Austin • Austin, TX

1d • Hybrid

About The Position

The College of Natural Sciences at the University of Texas at Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. We are committed to being a community that celebrates the dignity of every individual, honors differences and lets each person know that they belong. What starts here really does change the world. For more information about the College of Natural Sciences, please visit. https://cns.utexas.edu. Must be eligible to work in the US on a full-time basis for any employer without sponsorship. Purpose To provide administrative support and supervise student workers in the operation of the department. Assist TIP Director supplying financial and other factual information from a variety of sources with little direction. To advance our core mission of fostering wellness, belonging, and success for all students.

Requirements

• High School diploma or GED and five years of relevant administrative experience or Bachelors degree and one year of administrative support experience
• Proficiency in data management tools, including MS Excel and FileMaker, with demonstrated ability to manage spreadsheets and interpret data
• Experience coordinating administrative processes, such as purchasing, scheduling, and supervising student workers
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Familiarity with Workday and other applications/systems used at the University of Texas at Austin
• Strong event planning and coordination skills, including budget tracking, vendor communication, and day-of logistics
• Excellent communication and customer service abilities, with experience handling inquiries via phone and email and collaborating across departments

Responsibilities

• Office Management: Manage logistical needs of TIP. Manage purchasing, expense tracking and maintenance of general office needs. Maintain website, events calendar and assist with inquiries via phone and email. Manage space allocations and track physical inventory. Schedule rooms for meetings and coordinate communication with meeting attendees.
• Data Management: Conduct and manage data acquisition and interpretation for TIP Scholars. Manage the seat acquisition process. Communicate and collaborate with departments and other college personnel to manage seats. Manage the student tracking processes in FileMaker and Excel.
• Student Hiring & Timesheets: Coordinate TIP's student hiring process through collaborating with CNS HR, TIP's Senior Program Coordinator and Academic Advising Coordinator. Managing the spreadsheet data associated with student hiring; processing spreadsheet updates and changes when students require updated hours, termination etc. Coordinate approval of student timesheets in Workday on a weekly basis. Communicating with students regarding any workday issues that may arise and problem-solving, as necessary.
• Student Supervision: Hire, train, and supervise the Student Office Assistants. Ensure office assistants work well with all office staff and faculty and maintain the highest customer service to all stakeholders.
• Manage Event Planning: Collaborate with organizers and execute student-focused events. Manage event budgets and track expenses, contact vendors and service providers, coordinate with necessary departments, units or groups, reserve venues, collect supporting materials, coordinate volunteers, process purchase orders and vendor payments, various correspondence, execute day-of-event activities and provide customer service for all guests.
• Other duties as assigned, including supporting special projects and staffing events within CNS.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees