Temporary - Front Office Assistant - Development - (UTEMPS)

University of Texas at Austin • UT MAIN CAMPUS, UT

12d • Onsite

About The Position

The Front Office Assistant provides professional front desk coverage and operational support for the University Development Office (UDO). This position will report directly to the Assistant Director of Building Operations and will serve as the first point of contact for visitors, staff, and campus partners. This position plays a critical role in maintaining a welcoming, organized, and service-oriented office environment. This role also supports a range of administrative and operational functions, including building management coordination, employee engagement initiatives, learning and development events, office supply management, and mail distribution. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced professional setting.

Requirements

• High school graduation or GED.
• Three years of administrative experience.
• Experience in administrative support, reception, customer service, or a related field.
• Demonstrated ability to provide professional and responsive customer service in a front-facing role.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, Teams) and standard office technologies.
• Ability to maintain confidentiality and exercise sound judgment in a professional environment.
• Reliable attendance and ability to support consistent front desk coverage during business hours.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Bachelor's degree.
• Experience working in a higher education, nonprofit, or advancement environment.
• Experience supporting office operations, facilities coordination, or event logistics.
• Familiarity with university purchasing processes or supply management.
• Experience working with shared administrative systems or tracking tools.
• Ability to work independently while contributing effectively to a team environment.

Responsibilities

• Greet and assist visitors, staff, and external partners professionally and courteously.
• Manage visitor access, check-in procedures, and coordination of guest arrivals.
• Maintain the appearance and readiness of reception and common areas.
• Coordinate routine building and facilities requests, including maintenance, custodial needs, and room setups.
• Serve as a liaison with campus partners and service providers to support building operations.
• Monitor shared spaces to ensure functionality, organization, and readiness for staff and visitors.
• Assist with planning and coordinating employee engagement activities, events, and recognition initiatives.
• Support onboarding logistics for new employee and coordination of initial resources.
• Provide administrative and logistical support for training sessions, workshops, and staff development programs.
• Coordinate scheduling, room reservations, materials preparation, and event setup/tear-down.
• Assist with communications, RSVP tracking, and event documentation.
• Monitor and maintain office supply inventory for common areas and administrative needs.
• Process supply orders in accordance with university purchasing procedures.
• Maintain organized storage areas and ensure timely replenishment of supplies.
• Receive, sort, and distribute incoming mail and packages.
• Prepare outgoing mail and coordinate shipping or courier services.
• Assist with copying, scanning, filing, and general document management.
• Provide administrative support for meetings, scheduling, and special projects.

Benefits

• Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED