JSG Student Services - Administrative Assistant

University of Texas at Austin

88d • $50,000

About The Position

The JSG Student Services Administrative Assistant directly supports all administrative operations and functions of the student affairs office, alongside working with faculty, administration, campus partners, Jackson School students, and visitors within the UT community. This position manages the Jackson School of Geosciences (JSG) student center front desk and administrative operations, including oversight of day-to-day processes; provides administrative support and purchasing assistance to assistant dean, student services directors and staff, and student-related activities; and includes supervision of part-time student employee(s) alongside with classroom facilitation.

Requirements

• Diploma (High School) or GED plus 3 years of experience.

Nice To Haves

• Bachelor’s Degree and 1+ years of student-facing administrative experience in a higher education setting.
• Experience working in a professional administrative support setting is an appropriate substitute if no prior higher education experience.
• Experience with purchasing and reception desk coordination, managing varied and at times escalated service situations, event management, classroom facilitation and presenting to small and large groups.
• Exceptional written and verbal communication skills with a demonstrated commitment to professionalism.
• History of reliability and proactiveness in a workplace setting is essential.

Responsibilities

• Provides administrative support to all Jackson School of Geosciences student affairs operations and staff including but not limited to academic advising, career services, graduate student operations, recruitment, scholarships, event planning and execution, purchasing, student organization support, and CARE counselor support.
• Responsible for managing student center front-of-house, maintains student center facility cleanliness and organization, reports and resolves facilities concerns, and oversees the hiring, training, and supervision of part-time student employee(s).
• Schedule appointments, maintains multiple individual calendars, processes academic forms, updates and manages Canvas course content, promotes events and opportunities to the Jackson School community, answers and routes emails, phone calls, and voicemail, and oversees multiple special projects as assigned throughout the academic year.
• Creates, updates, and maintains detailed process, policy, and procedure documents and training guides for administrative responsibilities.
• Provide assistance to students and guests in person and over the phone throughout the workday.
• Determine work priorities and schedules.
• Collect and compile information for Director and student affairs staff.
• Oversees purchasing of office and event meals or supplies for student affairs office and completes all associated paperwork for business services office.
• Verifies required documentation and approvals for purchases, maintain procedures and records/logs relating to purchases, and submits final documentation by stated deadlines.
• Reconciles office's credit card purchases after each statement closes.
• Oversees check in/check out, and maintaining student center camping gear outfitters inventory.
• Coordinates student center food pantry, restocks items and resupplies daily with student employee.
• Responsible for managing, approving/denying, and processing room reservation requests for student center facilities.
• Provides requester with requirements and documentation for use of school facilities depending on their status, type of event, etc.
• Coordinates setup for meetings and events in the Jackson School student center.
• May facilitate or participate in UGS 016 FIG First-Semester Seminar efforts as requested.
• Other related functions as assigned.

Benefits

• Salary: $50,000
• Retirement plan eligibility through 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
• Number of Employees: 251-500 employees