Administrative Associate​/Travel Coordinator

## Administrative Associate/Travel Coordinator Apply locations:
UT MAIN CAMPUS time type:
Full time posted on:
Posted Todayjob requisition :
R
** Job Posting

Title:

** Administrative Associate/Travel Coordinator**---
- **** Hiring Department:
** Department of Economics**---
- **** Position Open To:
** All Applicants**---
- **** Weekly Scheduled

Hours:

** 40**---
- **** FLSA Status:
** Non-Exempt from FLSA**---
- **** Earliest

Start Date:

** Immediately**---
- **** Position Duration:
** Expected to Continue**---
- ***
* Location:

** UT MAIN CAMPUS**---
- **** Job Details:**## Purpose Seminar, Conference, Faculty Travel, and Event Coordinator## Responsibilities Administrative Associate/Travel Coordinator:

Preparation of Seminars for the Department, (3-5 speakers weekly):

* Contact with Faculty Host and guest speaker
* Coordinate hotel reservations, flight and ground transportation
* Coordinate guest list and daily schedule of meetings
* Work with speakers if there is any special needs (computer, projector, etc.)
* Reimburse each visitor for their travel expenses that incurred during the trip after their visit.  VE5, VP5, PIF, GGV, VP2.
* Reimburse faculty members for luncheons and dinners, VPE.Conferences (3-5 annually):

* Meet with faculty host for the Conference and arrange venue, meals, refreshments, for the Conference
* Make travel arrangement for each attendee (usually 20 per conference), same coordination as the seminars
* Make transportation for participants on Conference Day
* Coordinate Conference schedule and make arrangements for equipment
* After the conference, reimburse each attendee’s claims on the travel expenses
* Bill and Collect payment from other Co-organizers

Recruitment Seminar (25-30 annually):

* Establish with Chairman and EA a schedule of Candidates
* Contact the Candidate, Coordinate hotel reservations, flight and ground transportation
* Coordinate guest list, executive committee members interviews and daily schedule of meetings
* Make appointments with Dean’s office and other Dept/Centers of interest
* Work with speakers if there is any special needs (computer, projector, etc.)
* Reimburse each visitor for their travel expenses that incurred during the trip after their visit.  PIF, GGV, VP2.
* Reimburse faculty members for luncheons and dinners, VPE.Faculty members’ travel:

* Reimburse each faculty members after their travel – VP5 including domestic and foreign travel.

Lunch seminar: (1-3 per week)                                                              
* Communicate with faculty members and lunch seminar speakers

Commencement Ceremony:

* Serve as Commencement Directory for the department’s Ceremony
* Arrange and conduct meetings with the organizing committee, volunteers, ECO staff, faculty and others involved.
* Coordinate guest speaker’s travel arrangement (duties similar to coordinating a seminar)
* Recruit volunteers from within Economics and Liberal Arts departments
* Work with the Chairman, Executive Assistant, faculty members, staff,  volunteers, and staff of the Gregory Gym to assure all areas covered from check-in to reception
* Final meetings, check-list and preparation

Other duties as required:

* Provide general service to faculty, staff and students as called upon and on a daily basis.
* Serve as a back-up to the front desk and work with staff on other projects and tasks.
* Other miscellaneous duties as assigned by Administrative Manager
* Follow-up after projects##

Required Qualifications
* Bachelor’s Degree.
* One year of experience with clerical function.
* Excellent written and interpersonal communication skills.
* Ability to utilize sound judgment, discretion and maintain confidentiality. Proficient knowledge of word processing and spreadsheets i.e.:
Microsoft word, Excel, Outlook.
* Excellent customer service.
* Organized, detail oriented and accurate. Handle sensitive and confidential information appropriately.
* * Relevant education and experience may be substituted as appropriate.*##

Preferred Qualifications
* 3 or more years of operational experience in catering and/or event coordination.
* Experience in higher education.
* One year of experience making complex administrative decisions.
* Excellent…