Administrative Assistant

Job Posting

Title:

Administrative Assistant

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- Hiring Department:

Facilities Services

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- Position Open To:

All Applicants

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- Weekly Scheduled

Hours:

40

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- FLSA Status:

Non-Exempt

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- Earliest

Start Date:

Immediately

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- Position Duration:

Expected to Continue

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- Location:

AUSTIN, TX

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- Job Details:

General Notes

Join the Facilities Operations and Maintenance team, a highly responsive and knowledgeable crew providing outstanding service for Facilities Services and to the university community.

Our teams provide a comprehensive array of qualified services, backed by our licensed and certified technicians, to this end, we offer opportunities for continuing education, as well as various stipends for additional trade licenses. Our team of trained trade experts are well-matched for the university's operational and maintenance needs, whether the facility is a brand new laboratory or our iconic Tower.

Our goal is to self-identify operations and maintenance issues long before our clients realize a repair is needed and take a thoughtful approach to using their resources, structuring processes, and providing the best client service and use of university resources. This goal comes from our sense of ownership and pride in our work.

With this approach in mind, the team is organized into a zone-based structure and employs flexible work hours, data analysis, and technology to meet operational goals.

Your skills will make a difference.

You'll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you're the type of person that wants to know your work has meaning and impact, you'll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

* Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

* Voluntary Vision, Dental, Life, and Disability insurance options

* Generous paid vacation, sick time, and holidays

* Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

* Additional Voluntary Retirement Programs:
Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

* Flexible spending account options for medical and childcare expenses

* Robust free training access through Linked In Learning plus professional conference opportunities.

* Tuition assistance

* Expansive employee discount program including athletic tickets

* Free access to UT Austin's libraries and museums with staff

* Free rides on all UT shuttle and Austin Cap Metro buses with staff

* For more details, please see: (Use the "Apply for this Job" box below). and .

Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.

Security sensitive;
Criminal background check conducted on selected applicant. Hiring decision is contingent on applicant clearing check. This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code §51.215. Applications will be reviewed online by the hiring department. This is a 40 hour work week schedule;
Monday-Friday, schedule to be discussed with supervisor.

Purpose

To assist Elevator Services Manager by performing administrative duties related to the work order management system, work order control, material purchases, and safety program.

Responsibilities

* Perform administrative duties in work order management system (UT Works) such as opening work orders, updating statuses, scheduling, entering labor and material charges, and closing work orders. Asset management, accounts verification, records retention, planned maintenance programs, inspection programs, reports and queries, and all other things UT Works related. Examines correspondence and determines work priority.

* Maintains calendars for FOM Elevator Services, including Manager's and team's out-of-office calendar. Creates agendas and records minutes for meetings. Prepare and distribute correspondence and emails. Day-to-day prioritization of activities for meetings for team. Strategically manage manager's calendar and time. Plan for contingencies and anticipate potential problems. Manage office and administrative functions for the manager. Plan meetings with vendors and campus community as needed.

* Serve as the client entry point for related issues by receiving incoming phone calls, emails, and work requests. Correspond and coordinate with clients and other shops to coordinate work and keep those impacted appraised of important issues, e.g. building outages. Develop relationships both internally and externally to keep Manager informed of matters affecting working relationships. Work collaboratively with others on implementing directives from Manager.

* Utilize Microsoft Office software such as Word and Excel to enter and revise work order…