Senior Administrative Associate, Cockrell School of Engineering

University of Texas at Austin

18d•Onsite

About The Position

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders. 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 7.75% 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 Purpose To work as a team member in the Cockrell School of Engineering Dean’s office. Assist the Executive Assistant with daily administrative, logistical and financial operations and provide support for official functions.

Requirements

Bachelor's degree and three years of relevant administrative experience or high school graduation or GED equivalent with seven years of administrative or clerical experience.
Experience with Microsoft Office Outlook, Excel, and Word.
Proven ability to handle concurrent projects, coordinate activities, deal effectively with interruptions and be flexible in a busy office with revolving priorities.
Ability to work independently as well as participate as a team member.
Demonstrated results-oriented approach to work.
Professional demeanor and appearance.
Excellent interpersonal and communication skills as well as demonstrated ability to interact effectively with faculty, staff and students.
Ability to exercise good judgment and discretion in dealing with sensitive issues, situations and personnel.
Interacts well with donors and both internal and external constituents.
Equivalent combination of relevant education and experience may be substituted as appropriate.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Prior experience working for an executive or in an executive office.
Experience coordinating events and meetings involving individuals with busy schedules.
Knowledge of and ability to coach staff on UT policies and procedures, including accounting practices.
Proven ability to quickly learn new software.
Knowledge of VIP and DEFINE.

Responsibilities

Perform duties as Dean's Office receptionist: Schedule and coordinate use of conference rooms; Order and maintain supplies for Dean's Office immediate staff, copy room and meeting rooms; Distribute mail and track correspondence; and Coach a student worker.
Assist with coordination of official occasions and meetings, including Commencement.
Coordinate administrative and logistical support of events for faculty, staff, and students. Attend events to perform duties as assigned.
Manage formation of faculty committees.
Coordinate awards and recognition processes, including nominations and review committees.
Prepare electronic and paper documents for travel, official occasions, purchase of goods and services for the Dean's Office staff.
Maintain ledger of accounts, budgets, commitments, and expenditures for areas of responsibility.
Under direction of the Executive Assistant, act as back up scheduler, confirm appointments and prepare daily briefings for the Dean. Assist in making travel arrangement.
Review email account and route to appropriate staff for action. and Maintain dean's contacts.
Collaborate with development Executive Assistant to print, letters, labels for mailings with Dean’s signature, including FedEX mailings. Log and print parking passes for development visitors. Assist as needed with room reservations.
Other related duties 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 7.75% 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