Administrative Associate, Texas Engineering Executive Education

Administrative Associate, Texas Engineering Executive Education

Cockrell School of Engineering – Austin, TX – UT main campus

Position Type: Part-time, Non-Exempt,
Start Date: Immediately,
Duration: Expected to Continue

Schedule: 19 hours per week

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.

• 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 (UT Box, SharePoint).
• Actively participate in hosted events, workshops, and special projects, providing on‑site support for registration, room setup, and 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.

• High school diploma or GED with at least five years of event coordination or 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.

• 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, accounts receivable/payable.

$23 per hour

• Standard office environment.
• Repetitive keyboard use at workstation.

• Resume/CV
• Letter of interest
  
  Three work references with contact information; at least one supervisor reference.

Applicants who are NOT current University employees or contingent workers must submit their resume in the first application step. Any additional required materials should be uploaded in the My Experience section before submitting. After submission, changes are not allowed. Current employees or contingent workers should apply via Workday and attach required documents before submitting.

Regular staff who have been employed in their position for the last six continuous months are eligible for positions recruited for that status. Staff who are promotion/transfer eligible may apply without supervisor approval.

A criminal history background check will be required for finalists under consideration for this position.

The University of Texas at Austin is an equal opportunity/affirmative action employer. The University 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.