Administrative Associate for the Dean's Office, School of Law

University of Texas at Austin

7d•Onsite

About The Position

Provide high-level administrative support to the School of Law’s Dean’s office, including the dean and executive staff. The University of Texas School of Law strives to create and promote an environment that values kindness and mutual respect and a culture that provides a deep sense of belonging for each member of our community.

Requirements

High school diploma or GED with at least five years of clerical experience or a bachelor’s degree with at least 1 year of experience.
Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to learn new software systems.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
Demonstrated attention to detail and accuracy in completing work.
Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
Strong customer service and interpersonal skills with the ability to interact professionally with faculty, staff, students, alumni, and external constituents.
Ability to work independently while also collaborating effectively as part of a team.
Demonstrated promptness, professionalism, and dependability.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor’s degree with two or more years of progressively responsible administrative or office support experience.
Experience coordinating meetings, events, travel, or calendars for multiple stakeholders.
Experience processing financial transactions, reimbursements, or purchasing.
Experience working in higher education.

Responsibilities

Act as initial contact person in the Dean’s Office by opening and closing the office suite each day, greeting guests, answering questions, and directing incoming calls, messages, and emails.
Manage pick-up, delivery, routing, and logging of incoming and outgoing mail for the dean and dean’s office staff.
Manage office inventory and ordering of supplies.
Prepare correspondence and other documents, scan or photocopy materials, assist with filing of materials and maintaining file system (both physical and electronic).
Maintain compliance with University records retention policy.
Assist with parking validation and quiet room usage.
Report building maintenance and security issues to facilities team.
Assist with VIP guests of the dean’s office.
Process travel expenses and reimbursements as needed.
Serve as backup to the Executive Assistant to the Dean.
Assist with the dean’s schedule by identifying, prioritizing, and directing actions necessary to optimize the dean’s time and act on time-sensitive needs.
Schedule appointments, events, and meetings.
Assist with and executive meeting and event planning as assigned by the dean, executive assistant to the dean, and other dean’s office executives.
Choose dates, send calendar invitations and reminders, and coordinate logistics (venue, catering, etc.).
Direct workflow by prioritizing upcoming projects and planning ahead to meet deadlines.
Contribute to or manage special projects as needed by the dean and dean’s office staff.
Other related responsibilities and functions as assigned.

Benefits

Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%)
Vision, dental, life, and disability insurance options
Paid vacation, sick leave, and holidays
Teachers Retirement System of Texas (a defined benefit retirement plan)
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
Training and conference opportunities
Tuition assistance
Athletic ticket discounts
Access to UT Austin's libraries and museums
Free rides on all UT Shuttle and Capital Metro buses with staff ID card