Administrative Associate/Travel Coordinator

The University of Texas at Austin•Austin, UT

12d•Onsite

About The Position

This position serves as the Seminar, Conference, Faculty Travel, and Event Coordinator for the Department of Economics. The role involves extensive logistical planning and financial reimbursement for various academic and departmental events, including seminars, conferences, faculty travel, and commencement ceremonies. The Administrative Associate/Travel Coordinator will also provide general administrative support, including backup for the front desk and assistance with other departmental projects.

Requirements

Bachelor’s Degree.
One year of experience with clerical function.
Excellent written and interpersonal communication skills.
Ability to utilize sound judgment, discretion and maintain confidentiality.
Proficient knowledge of word processing and spreadsheets i.e.: Microsoft word, Excel, Outlook.
Excellent customer service.
Organized, detail oriented and accurate.
Handle sensitive and confidential information appropriately.
Relevant education and experience may be substituted as appropriate.
Must complete the federal Employment Eligibility Verification I-9 form.
Must present acceptable and original documents to prove identity and authorization to work in the United States by the third day of employment.
Work authorization verified through E-Verify.

Nice To Haves

3 or more years of operational experience in catering and/or event coordination.
Experience in higher education.
One year of experience making complex administrative decisions.
Excellent understanding of higher education at a large public university.
Experience working at the University of Texas.
Basic knowledge of working in define and workday.
Experience working with varied communities.

Responsibilities

Coordinate hotel reservations, flight, and ground transportation for seminar speakers, conference attendees, and recruitment candidates.
Manage guest lists and daily schedules of meetings for speakers and candidates.
Address any special needs of speakers, such as computer or projector requirements.
Reimburse visitors for travel expenses incurred during their visits.
Reimburse faculty members for luncheons and dinners.
Arrange venues, meals, and refreshments for conferences.
Coordinate conference schedules and equipment.
Bill and collect payment from co-organizers for conferences.
Establish schedules for recruitment candidates with the Chairman and EA.
Make appointments with the Dean's office and other departments/centers for recruitment candidates.
Reimburse faculty members for domestic and foreign travel expenses.
Communicate with faculty members and lunch seminar speakers.
Serve as Commencement Directory for the department's ceremony.
Arrange and conduct meetings with organizing committees, volunteers, ECO staff, and faculty for the commencement ceremony.
Recruit volunteers from within the Economics and Liberal Arts departments for the commencement ceremony.
Ensure all areas are covered from check-in to reception for the commencement ceremony.
Provide general service to faculty, staff, and students.
Serve as a back-up to the front desk.
Work with staff on other projects and tasks.
Perform other miscellaneous duties as assigned by the Administrative Manager.
Follow-up after projects.