Administrative Associate, Texas Engineering Executive Education (Pearland, TX)

The University of Texas at Austin • Houston, TX

4d • $23 • Onsite

About The Position

We are seeking a detail-oriented and customer-focused Part-Time Administrative Associate to support the daily operations of PETEX Training Operations in Pearland, TX. This role assists the TxEEE Coordinating Manager in ensuring the smooth delivery of training courses and events. The ideal candidate will be organized, proactive, and capable of working independently in a dynamic environment.

Requirements

• High school diploma or GED with at least five years of experience in administrative support and event coordination; or a bachelor’s degree with a minimum of one year of relevant administrative experience.
• Demonstrated ability to manage office equipment, maintain records, and utilize online platforms (e.g., Zoom, Microsoft Teams) to support large-group meetings and virtual events.
• Strong multitasking and prioritization abilities with a proven capacity to work independently in a fast-paced, deadline-driven environment.
• Professional demeanor with exceptional interpersonal and communication skills, and a track record of delivering high-quality customer service to internal and external stakeholders.
• Willingness to support special projects and hosted events, with flexibility to collaborate across departments and respond to evolving operational needs.

Nice To Haves

• Experience in a university or educational setting.
• Proficiency in Microsoft Office Suite.
• Familiarity with the oil and gas industry.
• Background in business operations such as budgeting and accounts receivable/payable.

Responsibilities

• Collaborate closely with the TxEEE Coordinating Manager to prepare and execute in-person and hybrid training courses. Responsibilities include assembling course materials, setting up presentation equipment, and ensuring classrooms are clean, organized, and stocked with necessary supplies. Assist with teardown and reset between sessions, maintaining readiness for consecutive trainings.
• Support course openings and closings, including field trip logistics and attendance tracking.
• Serve as the first point of contact for students, responding promptly to inquiries via phone and email. Greet and assist students on-site, providing guidance on schedules, locations, and amenities. Maintain a welcoming and professional environment that reflects PETEX’s commitment to customer satisfaction and learner experience.
• Process course registrations in CVent. Ensure accurate data entry and timely updates to student records. Coordinate with the Austin office to reconcile registration data and ensure delivery of conference materials.
• Support photo documentation of classes and maintain organized digital archives.
• Monitor and maintain inventory of office and classroom supplies. Assist with purchase order (PO) creation and modification, including quarterly PO strategies and conference card backup plans as outlined in PETEX | Corporate Catering Resolution. Ensure compliance with university procurement policies and maintain documentation for audit readiness.
• Coordinate transportation and catering for training sessions, field trips, and hosted events. Liaise with vendors and TxEEE Admin and Finance team to ensure timely delivery and compliance with contract requirements. Assist with break room setup and event logistics, including AV support and hospitality arrangements.
• Participate in special projects and hosted events.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees