Senior Administrative Associate - UTIG

University of Texas at Austin•Austin, TX

2d•$31,250•Onsite

About The Position

The Institute for Geophysics (UTIG), an organized research unit in the Jackson School of Geosciences, seeks to hire a Senior Administrative Associate. The position is located at The University of Texas J.J. Pickle Research Campus in northwest Austin. UTIG is one of the three research units of the Jackson School of Geosciences at the University of Texas at Austin. Scientists and students at UTIG conduct expeditionary research in Earth Science in all parts of the world, and are also involved in planetary missions and climate modeling. UT Austin provides an outstanding benefits package including: Competitive health benefits (employee premiums covered at 100%) Voluntary Vision, Dental, Life, and Disability insurance options Generous paid vacation, sick time, and holidays Hybrid work schedule 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 For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards This position is part-time at 25 hours per week. Purpose Serve as a Senior Administrative Associate for the Institute for Geophysics. Provide support in the areas of facilities management and procurement.

Requirements

Bachelor's degree, with three years of clerical or administrative experience.
Strong interpersonal skills and a positive, professional demeanor.
Outstanding organizational, problem-solving, and time-management skills, along with a keen eye for detail.
Ability to lift and move heavy equipment (up to 100 pounds).
Excellent oral and written communication skills.
Willingness to complete all of the required University of Texas driving courses.

Nice To Haves

Experience managing a building.
Experience conducting procurement activities for a university or state agency.

Responsibilities

Serve as the ROC Building Manager and Space Coordinator.
Monitor the appearance and condition of the Research Office Complex (ROC) building, shared spaces, and grounds, and coordinate maintenance services through UT Facilities
Process maintenance requests in the UT Works system
Manage annual space usage reporting and support related audits
Serve as the Institute EHS Coordinator and Fire Warden, coordinating safety and emergency coordinator tasks, permitting requirements, and materials disposal
Coordinate building access via issuance of physical keys and management of the electronic keyless entry/access system (BACS/Genetec)
Coordinate and conduct movement of equipment, furniture, furnishings, etc., including office moves and property surplus activities.
Conduct facilities and procurement activities in support of research, administration, and events, to include:
Serve as departmental procurement card holder
Process procurements via Amazon.com, UT Market, HEB.com, and other platforms as appropriate
Monitor and coordinate the replenishment of common office supplies and materials in the mail room, kitchen, and other common areas
Manage event site reservation and preparation, including signage and permitting
Assist other administrative staff with internal event setup and teardown
Provide backup support to Seminar Series Coordinator for event setup and hosting.
Manage departmental vehicle fleet, to include:
Coordinating maintenance with fleet services
Registration and mileage reporting (CARMA and offline)
Manage UTDRIVER certification program
Issue department fuel cards and vehicle keys
Manage and issue parking permits for authorized UTIG staff and visitors.
Support the Institute Inventory Associate during annual inventory scanning and certification.
Serves as the alternate/backup receiving representative for the Institute, providing notification and distribution of deliveries and coordinating with Campus Distribution Services as required.
Responsible for the receipt and distribution of incoming letter mail in the Institute mail room.
Serves as the alternate/backup warehouse operations coordinator, assisting the Warehouse Building Manager with receiving shipments, renovations, and outbound shipments as required.
Other related duties as assigned.

Benefits

Competitive health benefits (employee premiums covered at 100%)
Voluntary Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick time, and holidays
Hybrid work schedule
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