Administrative Associate

The University of Texas at Austin•Austin, UT

8d•Onsite

About The Position

Provide leadership and oversight of the administrative and relational duties for the 24-hour residence hall desks for an area of campus. This position is also responsible for providing excellent customer service to residents and guests and the administrative oversight of special projects and tasks for University Housing and Dining (UHD).

Requirements

At least 5 years of clerical experience with a High School Diploma or at least 1 year of experience at the Administrative Assistant level with a Bachelor's Degree.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor's degree.
Experience with Microsoft Office.
Experience working with college students.
Experience working with budgets.
Experience working in a customer service setting.
Experience using a housing software such as Star Rez.
Experience organizing and managing office supply inventory.
Experience in managing and auditing keys and security cards.

Responsibilities

Organize, complete, and delegate administrative functions at the Jester East front desk, including key control, typing, copying, supply maintenance, accurate filing, and sorting mail.
Complete key audits in Jester East each week.
Manage daily lock changes, including the assessment of charges and coordination with facilities for key creation.
Input data and other information on the computer, utilizing programs such as Microsoft Excel.
Complete Fire, Life, and Safety reporting and assessment for Jester East.
Manage and assess equipment inventory of Jester East desk and make recommendations for new equipment/resources or removal of outdated equipment/resources.
Monitor and report on CS Gold information.
Respond to security issues by following protocol and monitoring hall access systems.
Respond to all incidents by following emergency procedure protocols.
Respond to and complete UT work tickets as needed.
Oversee customer service to students, parents, and other guests in the residence hall at the Jester East desk.
Answer phones, greet visitors, and respond to messages and walk-in traffic.
Connect constituents to resources.
Check-out supplies and equipment to residents.
Assist with resident and conference guest check-in and check-out.
Promote a positive image and maintain a neat, professional, and friendly appearance of the desk and lobby area.
Assist Complex Coordinators and other professional staff members with the successful management of the residence halls.
Provide functional oversight of student staff at Jester East desk.
Approve time records for student staff and communicate with the supervising Complex Coordinator regarding performance concerns and training needs of student staff.
Adjust student staff assignments to meet the daily operational needs of the desks.
Represent the department by participating in committees.
Other duties as assigned, including, but not limited to, giving residence hall tours, scheduling, picking-up office supplies.
Provide support and substitution at area office desk if needed.
Run reports and assessments for the department’s engagement model including coding and compiling data.
Assist with event planning and execution, scheduling room reservations, catering orders, purchasing, ordering supplies, and creating OOEFs.
Collaborate with campus partners, professional staff members, and Jester Area Admin to assist in budget management as needed.
Conduct correspondence on behalf of the Residence Life professional staff members.
Manage calendars and schedule meetings with campus partners and UHD staff as needed.