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

University of Texas at Austin

5d•Onsite

About The Position

Serve as the primary point of contact for visitors and guests of the College of Fine Arts Dean’s Office. This role 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.

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, a Texas driver's license must be obtained within 30 days of becoming a Texas resident

Nice To Haves

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

Responsibilities

Front Desk Management: 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. Oversees package delivery, logs package delivery info and informs recipients of delivery status, manages package pick up process. Exercises sound judgement and discretion, when necessary, in responding to requests from College of Fine Arts staff promptly and thoroughly and maintains professionalism while fielding interruptions.
Office Management: Serve as office manager for Dean's Office suite, to include managing supplies and equipment for water, copier, shredder, office, and kitchen. Manage Dean’s Office Suite common spaces, which includes the Dean’s Office conference room, kitchen area, patio, and front desk reception area. Management of these spaces includes setting up and cleaning the spaces (e.g., Dean’s Office coffee machine, kitchen clean up, conference room clean up). Manages the Dean’s Office parking passes, which includes validations (chaser tickets) and temporary dashboard passes, ensuring a continued awareness of and compliance with parking closures as needed. Oversees UTDRIVERS, ensuring training and compliance. Assist deans office staff with space access issues (office lockouts, providing access to spaces via use of master keys).
Associate Dean of Graduate Education and Academic Affairs Support: Provide administrative support to the Assistant Dean of Graduate Affairs, including coordination of administrative activities, including the appropriate follow-up to ensure timely completion, scheduling and calendar management, inbox management, event planning and management, enrollment planning, and other high-level ad-hoc requests.
Assistant to the Dean Support: 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.
Student Employee Supervision: Manages front desk student employee lifecycle. Includes 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 employee support, as appropriate, to meet Dean’s Office priorities.
General Administrative Support: 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. Work may range from finite projects needing “surge” support where the existing staff on a given team need extra support to ongoing projects that have a lower administrative demand but require coordination.
Office Events: Assist with events, as needed, on behalf of the College of Fine Arts deans office, Business Affairs, and/or the Early Career Fellows. Past examples include employee departures, holiday luncheons, lunch meetings, coffee service for select meetings, and student worker appreciation events (“semesterly”). Planning includes, budget, space, vendors/catering contracts. Organize special events for Dean’s Office staff- create invites, manage guest lists, coordinate logistics (including contracts) with vendors, caterers, and facilities. Work closely with accounting team to process before and after payment requests for events.
Other duties as assigned