Front Desk Administrative Associate for College of Fine Arts Dean's Office

The University of Texas at Austin•Austin, UT

4d•Onsite

About The Position

The College of Fine Arts is seeking a Front Desk Administrative Associate to serve as the primary point of contact for visitors and guests of the College of Fine Arts Dean’s Office. This role also provides administrative and operational support to the Executive Assistant to the Dean and the Associate Dean of Graduate Education and Academic Affairs. The position is responsible for coordinating day-to-day operational needs for the dean’s office, ensuring it functions efficiently, professionally, and with a high level of service. This is a full-time, non-exempt position with a 40-hour work week, located on the UT MAIN CAMPUS.

Requirements

Bachelors Degree
One year of experience working in an administrative office
Demonstrated knowledge of Microsoft Office Suite tools (Word, Excel, Teams, PowerPoint)
Accuracy and Attention to Detail
Initiative
Manage Multiple Priorities
Service Excellence
Decision Making and Critical Thinking
Class "C" operator's driver's license
Provide a current three-year driving record from the current state of residence.
If not currently a Texas resident, obtain a Texas driver's license within 30 days of becoming a Texas resident.

Nice To Haves

Familiarity with University of Texas at Austin administrative offices.
Bilingual in Spanish

Responsibilities

Serve as primary point of contact for visitors and guests of the College of Fine Arts Dean’s Office.
Serve as administrative and operational support partner to the Executive Assistant to the Dean and Associate Dean of Graduate Education and Academic Affairs.
Coordinate day-to-day operational needs for the dean’s office.
Greet and guide a wide range of visitors including students, staff, faculty, prospective students, public guests, and donors.
Answer and route calls and emails for the College of Fine Arts Dean’s Office.
Review, log, and distribute incoming mail promptly and accurately.
Facilitate routine Dean’s Office paperwork and requests.
Oversee package delivery, log package delivery info and inform recipients of delivery status, manage package pick up process.
Exercise sound judgment and discretion in responding to requests from College of Fine Arts staff promptly and thoroughly.
Maintain professionalism while fielding interruptions.
Serve as office manager for Dean's Office suite, including managing supplies and equipment for water, copier, shredder, office, and kitchen.
Manage Dean’s Office Suite common spaces, including the Dean’s Office conference room, kitchen area, patio, and front desk reception area.
Set up and clean Dean's Office common spaces (e.g., coffee machine, kitchen, conference room).
Manage Dean’s Office parking passes, including validations and temporary dashboard passes, ensuring awareness of and compliance with parking closures.
Oversee UTDRIVERS, ensuring training and compliance.
Assist deans office staff with space access issues (office lockouts, providing access to spaces via master keys).
Provide administrative support to the Assistant Dean of Graduate Affairs, including coordination of administrative activities, scheduling and calendar management, inbox management, event planning and management, enrollment planning, and other ad-hoc requests.
Provide back-up support to Assistant to the Dean by assisting with meeting/visitor coordination, dean event management, and serving as a thought partner on maximizing operational efficiencies.
Provide direct administrative support to the Dean when the Assistant to the Dean is unavailable, using discretion and professionalism when handling sensitive or urgent requests.
Manage front desk student employee lifecycle, including recruiting, hiring, onboarding and offboarding, training, workflow, promotion and appraisals.
Communicate policies and procedures to students clearly and effectively.
Establish clear expectations and workflows for student employees to ensure consistent, professional front-desk coverage.
Craft student supervisor feedback sessions and professional development.
Delegate office management and administrative support tasks to student employees as appropriate.
Provide additional administrative support to business teams within the dean’s office, as needed, including Dean’s Executive Assistant, Business Affairs, Development, Communications and Human Resources.
Assist with events, as needed, on behalf of the College of Fine Arts deans office, Business Affairs, and/or the Early Career Fellows.
Organize special events for Dean’s Office staff, including creating invites, managing guest lists, and coordinating logistics with vendors, caterers, and facilities.
Work closely with the accounting team to process before and after payment requests for events.
Other duties as assigned.