Administrative Associate - Dean's Office Receptionist

University of Texas at Austin

1d•Onsite

About The Position

This administrative position serves as the first point of contact for the Dean’s Office and plays a critical role in maintaining a professional, organized, and welcoming environment. This position is responsible for front desk operations, oversight of shared office spaces, and providing administrative support to ensure the smooth daily functioning of the Dean’s Office. The role also provides logistical support for meetings and special events, assists with student worker coordination, and serves as backup support to the Assistant to the Dean as needed.

Requirements

Bachelor’s degree and at least 1 year of administrative experience, or a High School diploma and at least 5 years of clerical experience.
Professional demeanor.
Experience with Microsoft Office Suite.
Experience with supply ordering and calendar management.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

More than the required experience.
Experience managing and maintaining a front desk or reception area.
Experience in a higher education setting.

Responsibilities

Staff and manage the Dean’s Office front desk during business hours, serving as the primary point of contact for visitors, faculty, staff, students, and external guests.
Maintain a professional and welcoming lobby environment, including oversight of shared spaces such as the lobby and breakroom.
Monitor and coordinate the use of common areas to ensure cleanliness, organization, and readiness for daily operations and meetings.
Manage reservations for the Dean’s Office conference room(s), including scheduling, confirming availability, and coordinating room setup as needed.
Ensure conference rooms are properly prepared before meetings, including furniture arrangement, basic technology readiness, and supply availability.
Oversee administrative tasks related to office operations, including ordering office supplies and ensuring supplies are adequately stocked.
Track inventory of common-use supplies and coordinate replenishment in accordance with university purchasing procedures.
Assist with routine administrative tasks to support the overall workflow of the Dean’s Office.
Assist with coordinating special events hosted by the Dean’s Office, including meetings, receptions, and internal gatherings.
Provide logistical support for events such as room setup, catering coordination, and on-site assistance as needed.
Assist with managing student workers assigned to the Dean’s Office, including daily task coordination and coverage support as directed.
Help ensure appropriate front desk and administrative coverage during peak times.
Serve as backup support to the Assistant to the Dean when needed, including coverage during absences and assistance with time-sensitive administrative needs.