Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate in Austin, Texas
Facilities Complex Support, Visitor Services and Building Operations: Serve as the primary point of contact for Facilities Complex visitors, assisting with parking passes, directions, deliveries, general inquiries, overseeing annual parking pass renewals, and supporting building operations, acting as BACS administrator and FC1 building manager. Building Manager duties include coordinating communication with building occupants regarding operational hours, security protocols, emergency preparedness, maintenance issues, construction repairs, renovations, and utility services (including elevators). Serve as space coordinator for FC1 by completing annual space audits to ensure accurate and compliant space records.Executive and Departmental Support and Resource Calendar Management: Manage the Facilities Services Directors calendar, schedule meetings for leaders, and oversee conference room, training room, vehicle, and cart calendars, including maintaining and filing usage logs, and coordinating and delivering carts/vehicles to FLEET for PMs and other maintenance needs. Support management of DO/FSS shared inboxes. Provide guidance and advice to staff about University and Facilities Services policies and procedures. Train and assist student employees on front desk responsibilities.Hiring, Recruitment and Onboarding Coordination: Support leaders throughout the hiring lifecycle, including posting requests, Smartsheet hiring matrices, resume handling, interview scheduling, Workday hiring tasks, and onboarding support.Mail, Supplies, Procurement and Financial Administration: Process departmental mail, order supplies across MOandE accounts, assist FSS with MOandE tracking, hold and reconcile the Department ProCard, create and maintain POs and contracts, process reimbursements, and process annual ITS Telecom invoices.Travel, Training and Conference Coordination: Coordinate travel for candidates, FS leaders, and FSS staff. Coordinate event attendance logistics including registrations, hotel and airfare arrangements, per diem planning, itineraries, and reconciling travel reimbursements for FS leaders, and FSS staff.Event Coordination and Facilitation: Co facilitate department level and division level events, supporting planning, logistics, and execution. This responsibility includes physical tasks such as moving furniture, lifting event materials, and bending/squatting to assist with event setup and breakdown. Assist the FSS team with event and training room setup, breakdown, and material preparation as needed.Employee Recognition and Awards Processing: Manage Employee Recognition (ERP) Program. Coordinate the ERP database, monitor and update system automations, coordinate awards, assist student employees with award processing and printing, and respond to any employee and supervisor questions regarding the recognition process. Coordinate Standing Ovation team awards (including OOEFs). Prepare, process and track all department retirement certificates and letters.Inventory Management: Reconcile annual inventory for the Directors Office and FSS and serve as back-up for the departments annual inventory report.Perform other related functions as assigned. Drive University vehicles. Maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4. This position may require occasional support for events held outside of normal business hours, including early morning, evenings, or weekends as needed to assist with event setup, onsite coordination, and closing activities.