Front Office Coordinator

Job Details

Job Posting

Title:

Front Office Coordinator

Hiring Department: Department of Aerospace Engineering and Engineering Mechanics

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

The ASE Front Office Coordinator provides advanced front office and administrative support for the daily operations of the ASE Department. This role delivers high-quality customer service to ASE faculty, staff, and students while ensuring an efficient, professional, and welcoming office environment.

• Salary: $45,000+ depending upon qualifications
• UT Austin benefits and total rewards packages including health benefits, retirement plans, paid time off, and more as described by the university

• Front Office:
  Manage the department s front reception area (9am - 4pm), sort mail, greet visitors, answer multi-line telephone, provide information to faculty, students, staff, and guests. Distribute and order parking passes for official visitors, order office supplies, manage keys for locked rooms, assist with poster printing and copying, scanning and archiving departmental records, manage the department kitchen and supplies, and manage the Chair s calendar.
• Shipping & Receiving:
  Oversee department shipping/receiving, handle hazardous materials appropriately, create receipts in UT Market, maintain inventory of received packages, collaborate with procurement/payments teams for billing, coordinate with vendors and delivery services to resolve shipping errors, supervise student workers supporting receiving.
• Inventory Coordination:
  Tag new equipment, conduct annual inventory audits and certification, ensure accuracy of inventory records.
• Faculty Support:
  Assist Director with faculty reviews, peer teaching observations, promotion and tenure processes, faculty awards, and recruiting.
• Outgoing Shipments:
  Prepare shipping labels and schedule pickups with carriers.
• Administrative Support:
  Assist Department Chair and Director on special projects; provide logistical support for events as needed.
• Other duties as assigned.

• High school diploma and 5 years of clerical experience
• Customer service or related experience
• Excellent verbal and written communication skills
• Proficiency with Microsoft Office
• Strong organizational skills, attention to detail, and time management
• Ability to work collaboratively in a team and independently
• Ability to manage a high volume of work

Relevant education and experience may be substituted as appropriate.

• Bachelor s degree in a related field
• More than one year of experience as an Administrative Assistant
• Experience in an academic environment
• Experience with University policies and administrative systems

• May work around standard office conditions
• Repetitive keyboard use at a workstation
• Manual dexterity
• Lift and move standard office files and supplies
• Wear appropriate office attire
• Occasional evenings and weekends during peak periods to meet deadlines

• Letter of interest
• Resume/CV
• 3 work references with contact information (at least one from a supervisor)

For applicants who are NOT current university employees or contingent workers:
You will be prompted to submit your resume the first time you apply; you will have the option to upload a new resume for subsequent applications. Ensure that ALL Required Materials are uploaded before submitting your application.

For current university employees and contingent workers:
You must apply within Workday by following UT Jobs instructions. The application is one page and you will be prompted to upload your resume and any additional required materials.

• Employment Eligibility:
  Regular staff who have been employed in their current position for the last six months may apply for openings recruited through University-Wide or Open Recruiting.
• Retirement Plan Eligibility: TRS, subject to part-time/full-time requirements and length.
• Background Checks: A criminal history background check is required for finalist(s).
• Equal Opportunity
  
  Employer:
  
  UT Austin is an equal opportunity/affirmative action employer.
• Pay Transparency: UT Austin complies with pay transparency requirements and provides information as required.
• Employment Eligibility Verification:
  If hired, you will complete the I-9 and provide documents by the third day of employment.
• E-Verify: UT Austin uses E-Verify for new hires; see provided posters and notices.

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