Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Associate, Facilities in Austin, Texas
Provides Administrative SupportManages calendars and schedules meetings for department leaders and other staff.Screens and routes incoming calls and correspondence.Prepares, edits, and formats documents, reports, and presentations.Maintains organized filing systems and accurate records.Orders and tracks office supplies and equipment.Monitor and restock copier paper and breakroom supplies; coordinate service requests for office equipment.Provide administrative support for leadership and facilities teams, including special assignments and document preparation.Coordinates Departmental OperationsAssists with onboarding and orientation of new staff members.Supports departmental projects and process improvement initiatives.Tracks and processes invoices, reimbursements, and expense reports.Maintains departmental databases and logs.Ensures compliance with internal policies and procedures.Assists Senior Mailroom Coordinator in managing mail and delivery operations, including processing U.S. and campus mail, receiving and logging bulk mail, FedEx, and UPS shipments, and maintaining accurate email notification lists for Dell Med faculty, staff, affiliates, and building occupants to ensure timely communication.Assists with processing financial and administrative transactions for the Facilities team, including purchase orders, payment requests, official occasion requests, and ProCard reconciliations, in accordance with institutional policies and as directed.Facilitates CommunicationDrafts and distributes internal communications and announcements.Coordinates logistics for meetings, trainings, and events.Acts as a liaison between departments and external stakeholders.Responds to routine inquiries and information requests.Maintains confidentiality of sensitive and protected information.Greet and direct visitors; validate parking and ensure professional front-desk experience.Assist with scheduling and logistics for internal events, including catering arrangements, ensuring compliance with institutional guidelines.Supports Data and Document ManagementCollects and compiles data for internal and external reporting.Assists with data entry, validation, and quality assurance.Prepares charts, graphs, and visual summaries of data.Maintains version control of documents and templates.Archives records in accordance with retention policies.Assists with Scheduling and TravelSchedules appointments, meetings, and conference calls.Coordinates travel arrangements and prepares itineraries.Processes travel reimbursements and expense documentation.Confirms logistics for off-site events and conferences.Tracks attendance and participation in required trainings.Participates in Continuous ImprovementIdentifies opportunities to streamline administrative processes.Participates in team huddles, feedback sessions, and improvement projects.Assists with implementation of new tools, systems, or workflows.Provides input on administrative procedures and best practices.Supports training and development initiatives for staff.Maintain knowledge of emergency protocols and provide administrative support for safety and evacuation drills.