Front Office Coordinator

The University of Texas at Austin•Austin, UT

8d•$45,000•Onsite

About The Position

As the new space age emerges, the Department of Aerospace Engineering and Engineering Mechanics at The University of Texas at Austin has the exciting opportunity to establish ourselves as the nucleus for technology development for new space and as the hub for the next generation of computational methods and data analytics for aerospace. This role has a high impact on our ability to seamlessly support our cutting-edge research and efforts in areas such as space engineering/science, aviation, robotics, computation, mechanics and more. At UT Aerospace, where our academic programs rank among the top 10 in the nation, the sky is not the limit! UT Austin provides outstanding employee benefits and total rewards packages that include: Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) Voluntary Vision, Dental, Life, and Disability insurance options Generous paid vacation, sick time, and holidays Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) Flexible spending account options for medical and childcare expenses Robust free training access through LinkedIn Learning plus professional conference opportunities Tuition assistance Expansive employee discount program including athletic tickets Free access to UT Austin's libraries and museums with staff ID card Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card The purpose of the ASE Front Office Coordinator is to provide advanced front‑office and administrative support for the daily operations of the ASE Department. This role delivers high‑quality customer service to ASE faculty, staff, and students while ensuring an efficient, professional, and welcoming office environment.

Requirements

Highschool diploma and 5 years of clerical experience.
Customer service, or related experience.
Excellent verbal and written communication skills.
Proficiency with Microsoft Office programs
Outstanding organizational skills, attentiveness to detail, and time-management skills.
Demonstrated ability and willingness to work as a team member and independently.
Ability to effectively manage a high volume of work.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor’s degree in a related field
More than a year of experience as an Administrative Assistant
Experience working in an academic environment
Experience with University of Texas policies, procedures and administrative systems.

Responsibilities

Manage the department’s front reception area (9am – 4pm), sort incoming mail, greet and welcome visitors, answer multi-line telephone, provide information and resources to faculty, students, staff, and guests.
Distribute and order parking passes for official visitors, order office supplies for department staff, and manage keys for locked department rooms. Assist with poster printing requests and copy requests. Scanning and archiving of departmental records, photographs, CIS surveys, etc. Manage department kitchen and supplies.
Manage the Chair’s calendar.
Manage the department's shipping & receiving operations, ensuring quality customer service to all departmental constituents. Ensure proper handling of hazardous chemicals or materials. Create receipts within UT Market and keep an accurate inventory of received packages. Develop processes in collaboration with the department's procurement and payments team to ensure accurate billing. Work with vendors, Central Distribution Services, and delivery service companies to resolve shipping errors. Manage student workers supporting receiving.
Serve as the department's inventory coordinator, including tagging new equipment, performing the annual inventory audit, completing the annual certification, and ensuring that the department's inventory records are accurate.
Assist the Director with faculty reviews, peer teaching observations, promotion and tenure, faculty awards, and faculty recruiting.
Assist department faculty, students and staff with outgoing shipments. Including preparing shipping labels, and scheduling pick-ups with carriers.
Provide administrative support to the Department Chair and Director for special projects and initiatives.
Provide administrative and logistical support for events as needed.
Other related functions as assigned.

Benefits

Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
Voluntary Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick time, and holidays
Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Robust free training access through LinkedIn Learning plus professional conference opportunities
Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin's libraries and museums with staff ID card
Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card