Job description
Job Posting Title:Administrative Associate
-
Hiring Department:
Department of Marine Science
-
Position Open To:
All Applicants
-
Weekly Scheduled Hours:
40
-
FLSA Status:
Non-Exempt
-
Earliest Start Date:
Immediately
-
Position Duration:
Expected to Continue
-
Location:
MARINE SCIENCE INSTITUTE
-
Job Details:
General Notes
Position is located in Port Aransas, Texas.
Are you a savvy administrative professional looking for a wonderful place to work? Come join us at the University of Texas at Austin Marine Science Institute! We are searching for an Executive Assistant to support the Director and Chair of the Marine Science Institute. The Marine Science Institute is a part of the University of Texas at Austin College of Natural Sciences and is notably the most significant marine science research facility on the Texas coast. UTMSI is internationally recognized for its academic programs and research. Our goal is to find a like-minded professional who will join in our community efforts to support the staff and students in their educational research efforts at the Marine Science Institute.
The University of Texas Marine Science Institute provides an outstanding benefits package. For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards .
Security sensitive; Hiring decision contingent upon applicant clearing a background check.
Purpose
To support the office of the Director and Chair of the Marine Science Institute. Will provide administrative support in day to day and big picture operations. Will assist with faculty evaluations and professional development along with recruitment initiatives. Will coordinate developmental event logistics as directed.
Responsibilities
Provide administrative and clerical support to the Director and Chair of the Marine Science institute to include; Manage the Director’s phone line and take messages, draft general correspondence, coordinate travel arrangements and receipts/reimbursements, and schedule appointments and meetings.
Plan and attend faculty and staff meetings; take meeting notes and distribute accordingly.
Proofread and edit internal/outward-facing UTMSI documents and communications as needed.
Distribute incoming mail daily and post outgoing mail; Organize supplies closets, work with Purchasing Services to restock.
Provide administrative support to all faculty, staff, and students in the absence of other personnel.
Facilitate campus community initiatives such as special occasion flowers/cards, and monthly campus meetings.
Responsible for coordinating faculty affairs matters, including faculty recruitment and faculty evaluations: Assist the Faculty Hiring Committee with recruiting/advertising websites and Director with the recruitment process, including the assembly of PAR packets, Establish a tracking system to assist the director with faculty activity reports, faculty annual reviews, comprehensive periodic reviews, promotion, and tenure timelines, Relay up-to-date resources on promotion and tenure requirements to faculty members; must be able to understand and explain the guidelines and assemble dossier.
Responsible for monitoring and maintaining new central reservation system for all meeting rooms and classrooms, and short-term housing, and dormitories. Will send out confirmations and ensure there are no conflicts for all of UTMS
Prepare for semi-annual Marine Science Advisory Council Meetings twice per year; Ensure meeting announcements are distributed in advance, tracks attendance. Assist with logistics of two-day event; prepare materials for meeting, attend meetings and maintain MSAC Handbook and biographies; Distribute meeting minutes and updates to the MSAC Handbook twice per year. Assist with development events as needed.
Other duties as assigned.
Required Qualifications
Bachelor’s degree and one year of administrative experience or HS/GED and five years of clerical or progressively advanced administrative experience.
Highly detail oriented with outstanding organizational and time-management skills.
A self-starter with the ability to work efficiently and flexibly in a fast-paced environment with minimal guidance.
Professional demeanor. Excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly and concisely.
Demonstrated problem solving and critical thinking skills. Ability to work collaboratively with others and contribute constructively to a team environment.
Ability to learn new technologies and systems quickly.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Three or more years of experience at the Senior Administrative Associate level.
Experience in a higher education setting working in a role related to faculty affairs.
Experience with scheduling and calendar management for executives.
Familiarity with University systems including Workday and DEFINE.
Working knowledge of UT policies and procedures.
Salary Range
$40,000 + depending on qualifications
Working Conditions
Typical office work environment
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 the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. 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 UT Jobs. If you are a current University employee, 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 before you apply. This information will be pulled into your application. The application is one page, and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
-
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.
-
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.
-
Background Checks:
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.
-
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.
-
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.
-
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,
-
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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.
-
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.
-
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.
-
Background Checks:
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.
-
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.
-
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.
-
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.
jjbodyshop.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, jjbodyshop.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, jjbodyshop.com is the ideal place to find your next job.