Job Posting Title:Administrative Associate, GCMD—-Hiring Department:Lyndon B Johnson School of Public Affairs—-Position Open To:All Applicants—-Weekly Scheduled Hours:40—-FLSA Status:Non-Exempt—-Earliest Start Date:Immediately—-Position Duration:Expected to Continue—-Location:UT MAIN CAMPUS—-Job Details:PurposeAssist the Senior Executive Education Coordinator of the Governor’s Center for Management Development (GCMD) with daily administrative, logistical and financial operations. Provide conference-planning support for all GCMD programs. This position will report to the Senior Executive Education Coordinator.ResponsibilitiesSupport GCMD RegistrationsSupport GCMD training registrations within the CRM (FileMaker Pro) to include registering, invoicing, reconciling, and receiving payments from training participants. Monitor the GCMD mailbox and distribute, respond, and track open correspondence.Provide administrative and logistical support of GCMD programs, faculty, staff, program participants and organizational clients. Prepare documents for purchase of goods and services. Other related functions as assigned.Support Training Logistics (Travel and Coordination)Ensure that contracts, BEOs, banquet checks, EAJs, travel paperwork, travel reimbursements, lecture fees and payments are submitted in a timely manner, correctly and in conjunction with our BAS (accounting) team. Plan and coordinate training schedules with office staff, and internal and external trainers.Make travel reservations and prepare RTAs, OOEFs, etc. Schedule and coordinate use of conference rooms; order and maintain supplies for GCMD programs, and ensure all equipment is in working order.Support Training PreparationPrint materials, agendas, pax lists, prepare notebooks, pack and place training materials. Serve as back up to administrative staff and aid with special events and meetings, as requested. Attend events to perform duties as assigned.Support EMPLWork with the Executive Master of Public Leadership (EMPL) administration team to provide classroom and catering support on class weekends. Not to exceed one weekend a month.Other duties as assigned.Required QualificationsA High School Diploma and at least 5 years of clerical experience OR a Bachelor’s Degree and at least 1 year of experience at the Administrative Assistant level. Excellent organizational skills and attention to detail. Demonstrated time management skills. Demonstrated professional demeanor and customer service skills. Ability to adapt rapidly to changing priorities and deadlines. Excellent written and verbal communication skills.Relevant education and experience may be substituted as appropriate.Preferred QualificationsMore than the required experience. Experience with Filemaker Pro, Outlook, and Microsoft Office Suite. Experience with planning and coordinating events, catering, and travel. Experience with conference scheduling.Salary Range$48,000 + depending on qualificationsWorking ConditionsStandard office conditions; must be able to stand to produce training materials; must be able to lift 15 pounds; must be willing and able to travel throughout Texas. Must be available one weekend per month as needed to assist with events.Required MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interestImportantfor 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, ensurethat ALL RequiredMaterials 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 in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the applicationquestions presentedto 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 equalopportunity/affirmativeaction 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, 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]—-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.
