The University of Texas at Austin Administrative Associate - Bridging Barriers Event Coordinator in Austin, Texas

Administrative Associate - Bridging Barriers Event Coordinator

Hiring department

VP-Research

Monthly salary

$3,166+ depending on qualifications

Hours per week

40.00 Standard from 800AM to 500PM

Posting number

18-05-17-01-9026

Job Status Open

FLSA status Non-exempt

Earliest Start Date Immediately

Position Duration Funding expected to continue

Position open to all applicants

Location Austin (main campus)

Number of vacancies 1

General Notes

This position will involve some night/weekend work. References must include former employers.

Required Application Materials

  • A Resume is required in order to apply

  • A Letter of Interest is required in order to apply.

  • A List of 3 References is required in order to apply.

Additional Information

Purpose

This position is a key member of the Bridging Barriers team and works closely with both the Executive Assistant and Program Directors to plan and execute successful events and communications. The position also provides general administrative support to the team's operations.

Essential Functions

Coordinate all aspects of both internal and external large events including publicizing, creating participant registration pages, and event MailChimp email correspondence while tracking deliverables and deadlines. Identify vendors, event locations and confer with Program Directors regarding logistics, guest lists, vendors, event goals, and objectives. Maintain the Bridging Barriers calendar. Reserve conference lines, Skype for Business calls, and meeting rooms. Prepare doodle polls to find appropriate meeting times for meeting attendees. Act as main point of contact for any visitors and collect necessary documents needed for reimbursements. Act as on-site point of contact at events as needed. Clerical duties including, but not limited to ordering office supplies, maintaining the overall appearance of the office, break room, conference and meeting rooms, and other general office support. Process monthly departmental Procard vouchers. Monitor and reply to Bridging Barriers general email inbox.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Prior experience with event coordination, managing calendars, and supporting the work of a team. Strong event coordination skills with the ability to work effectively and pleasantly under pressure while managing multiple, concurrent events to meet team goals, objectives, and deadlines. Demonstrated ability to learn tasks quickly with minimal training and supervision. Flexibility with shifting priorities. Ability to work both collaboratively and independently. Excellent attention to detail and ability to multi-task. Regular and punctual attendance. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's Degree and three years in an event coordination role. Strong proficiency with event management software. Proficient with Microsoft office including Word, Excel, Powerpoint, and Outlook. Excellent verbal and written skills. Desire to learn new technologies.

Working conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

This position will involve some night/weekend work.

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

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.

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.

If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification. Documents must be presented no later than the third day of employment. Failure to do so will result in dismissal.

UT Austin is a Tobacco-free Campus