General Notes This position is eligible for flexible work arrangements including up to two days a week remote.
Responsibilities ADMINISTRATIVE SUPPORT
*Maintain calendar of due dates and check list of compliance reporting and pre-prep drafts of deliverables.
*Assist with correspondence for the General Manager/Director for TSM. Schedule meetings, manage calendars, and arrange conference call lines. Prepare travel authorizations for General Manager/Director and other staff. Provide confirmation and reminders.
Maintain contract and grant records for the General Manager.
*Take notes and prepare minutes of meetings, as requested. Edit correspondence, newsletters, PowerPoint presentations.
*Collect documentation, maintain physical and electronic files, log and track expenses, input data and prepare financial reports as requested.
*Sort and present mail, signature, and other items for review. Order office, gift, and event supplies.
Assist with tracking projects, employee follow-up, listener and donor service by researching and answering questions. Assist with employee recognition and employee events.
General assistance as needed at TSM, which can include help at key events throughout the year (less than 5).
COMMUNICATION AND BRAND SUPPORT
Serve as department liaison to other departments, offices, and units on campus, including but not limited to Moody College of Communication, Centralized Business Services, Office of Sponsored Projects, and Texas Student Media.
Contact donors on behalf of the General Manager to arrange meetings, luncheons, invitations, etc., and assist with donor stewardship and recognition.
*Assist with communications to Advisory Board/TSM Board of Trustees and make logistical arrangements for meetings. Maintain bios, terms, minutes and other Board records. Assist in agenda and presentation compilation.
Ensure that meetings and communications are set up in ways that are accessible to all participants.
Assist the Workplace Culture Committee with logistical support setting up meetings, taking minutes, creating communication, updating the staff Wiki, and other help as required.
HUMAN RESOURCE ASSISTANCE
Partner with Moody College HR team to provide specific administrative oversight of station HR functions. Maintain confidential personnel records in compliance with university policy. Track station payroll and overtime functions, providing appropriate communication with station leadership and business office about expenses.
Required Qualifications Bachelor's degree. Five years of clerical experience, including two years of experience at either the Administrative Associate or the Senior Administrative Associate level. Strong written communication skills. Demonstrated skills of tact, diplomacy, confidentiality and judgment in dealing with others. Ability to work as a team and help facilitate a team environment. Relevant education and experience may be substituted as appropriate.
Preferred Qualifications Specific experience as an executive assistant and/or knowledge of university structures, policies, rules and procedures. More than the required years of experience.
Salary Range $50,000 - $60,000 + depending on qualifications
Working Conditions Lift and move standard office files and supplies. Work hours may include occasional evenings, weekends and some holidays during peak periods to meet deadlines
Required Materials Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ----
Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ----
A criminal history background check will be required for finalist(s) under consideration for this position.
Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
E-Verify Poster (English) [PDF] E-Verify Poster (Spanish) [PDF] Right To Work Poster (English) [PDF] Right To Work Poster (Spanish) [PDF] ----
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.