Administrative Assistant

utaustin; Austin (TX); Vor Ort; USD 36.000 - 48.000; Vollzeit

Benefits dieser Stelle

Competitive health benefits

Generous paid vacation and holidays

Tuition assistance

Library and museum access with staffID

Zusammenfassung

UT Austin seeks an Administrative Assistant to support Facilities Services in Austin, TX. You will assist the Zone Maintenance supervisor with work order processing, data entry, and client communications.

This role involves coordinating with multiple shops, managing inquiries, and assisting in safety and purchasing tasks. The position offers a 40-hour work week in a non-exempt status, with responsibilities spanning document preparation, scheduling, and emergency dispatch support.

Qualifikationen

• High school diploma or GED required.
• 3+ years of clerical experience (customer service, data entry, phone work).
• Proficient in PC use and Microsoft Office.

Aufgaben

• Open and update work orders in UT Works (Asset Works).
• Enter labor/material charges and track statuses.
• Prepare and revise work orders and tasks in Word/Excel.
• Coordinate with clients and shops; inform about outages.
• Serve as client entry point via calls, emails, faxes, and requests.
• Dispatch personnel for emergencies when needed.

Kenntnisse

Customer service

Data entry

Communication

Ausbildung

High school diploma or GED

Tools

UT Works (Asset Works)

Microsoft Word

Microsoft Excel

Jobbeschreibung

Job Posting Title:

Administrative Assistant ----

Hiring Department:

Facilities Services ----

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:

AUSTIN, TX ----

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.

Maintenance Operations , a branch of the Facilities Operations and Maintenance Division, provides comprehensive maintenance services in support of the University's operations.

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 LinkedIn 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 ID card
• Free rides on all UT shuttle and Austin CapMetro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards .

For more information on the Maintenance Operations group, please visit: Visit the Facilities Operations and Maintenance Website

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.

Purpose

To assist Zone Maintenance supervisor 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 aka Asset Works) such as opening work orders, updating statuses, assisting with scheduling, entering labor and material charges, and closing work orders.
• Utilize Microsoft Office software such as Word and Excel to enter and revise work order instructions and tasks, as well as track safety-related training and other items by creating and updating spreadsheets.
• Correspond and coordinate with clients and other shops to coordinate work, and keep impacted personnel appraised of important issues such as building outages.
• Serve as the client entry point for facilities related issues by receiving incoming phone calls, emails, faxes, and work requests.
• Dispatch appropriate personnel to address emergencies and/or urgent issues when supervision is unavailable to perform this function. (Driving University owned vehicles to job sites may be required for this function.)

Required Qualifications

High school graduation or GED. Three years of experience with clerical functions including the following: providing customer service; experience using a PC; experience performing data entry; experience answering a multi-line telephone; experien