Administrative Associate, Texas Engineering Executive Education

Job Posting Title:

Administrative Associate, Texas Engineering Executive Education

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Hiring Department:

Cockrell School of Engineering

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

19

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

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.

Purpose

We are seeking a detail-oriented and customer-focused Part-Time Administrative Associate to support the daily operations of TxEEE. This role assists the Executive Director and TxEEE staff in ensuring that daily administrative and operational activities are executed efficiently. The ideal candidate will be organized, proactive, and capable of working independently in a dynamic environment.

Responsibilities

• Maintain and monitor inventory of office supplies, ensuring availability of essential materials for daily operations. Initiate and track purchases, adhering to Business Office protocols including account reconciliation, vendor selection from approved lists, and documentation for audit compliance. Collaborate with the department’s financial contact to ensure purchases align with budgetary guidelines and UT’s procurement policies.

• Serve as the primary liaison for facilities-related requests, including space maintenance, furniture moves, and custodial services, by submitting and tracking Facilities Services Work Requests.

• Manage departmental vehicle reservations and maintenance schedules in accordance with UT Fleet Services guidelines, including mileage logs and fuel card reconciliation.

• Provide direct administrative support to the Executive Director, including calendar management, meeting preparation, and travel coordination via Concur. Assist with operational logistics across the unit and maintaining shared documentation repositories (e.g., UT Box, SharePoint).

• Actively participate in hosted events, workshops, and special projects, providing on-site support for registration, room setup, catering coordination.

• Assist in updating operational manuals and handbooks. Contribute to special projects such as process improvement efforts, accreditation documentation, internal and external performance reports, ensuring timely execution and alignment with institutional goals.

Required Qualifications

• High school diploma or GED and at least five years of event coordination, Administrative Assistant level responsibilities; or

• Bachelor’s degree and one year of administrative experience.

• Strong organizational and multitasking skills.

• Ability to work independently and prioritize tasks effectively.

• Proven track record of strong customer service skills

• Professional demeanor with excellent communication and interpersonal skills.

• Experience with office equipment and recordkeeping.

Preferred Qualifications

• Experience in a university or educational setting.

• Proficiency in Microsoft Office Suite.

• Familiarity with the oil and gas industry.

• Background in business operations such as budgeting and accounts receivable/payable.

Salary Range

$23/hour

Working Conditions

• Work is performed in a standard office environment.

• Repetitive use of keyboard at workstation.

Required Materials

• Resume/CV

• Letter of interest

• 3 work references with their contact information; at least one reference should be from a supervisor

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.

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Employment Eligibility:

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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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Pay Transparency:

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.

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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.

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E-Verify:

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 and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.