Administrative Associate, School of Law

The University of Texas at Austin; Austin (TX); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Competitive health benefits

Vision, dental, life, and disability保险

Paid vacation, sick leave, and all-ho

Tuition assistance

Access to UT libraries and museums

Free rides on UT Shuttle and Capital M

Job summary

The University of Texas School of Law is seeking an Administrative Associate to provide high-level administrative support for Career Services operations within a fast-paced environment. You will coordinate student programs, manage logistics, and work closely with the counseling team to ensure successful events.

This role requires a Bachelor's degree plus one year of experience, strong organizational and communication skills, and the ability to work independently.

Qualifications

• Bachelor's degree and one year of relevant experience.
• Clerical experience.
• Ability to work with minimal supervision and exercise independent judgment.
• Excellent organizational skills and oral and written communication skills.
• Excellent computer skills.
• Attention to detail and problem-solving experience.
• Ability to prioritize responsibilities, manage multiple concurrent projects.
• Professional demeanor.

Responsibilities

• Coordinate student programming including room reservations, RSVPs, food, speakers, and day-of logistics; secure venues off-site if needed; create and edit documents, spreadsheets and reports; coordinate with employers ahead of events.
• Manage employer contact data; assist staff with accessing, training and troubleshooting on technology platforms; update CSO website; perform other technical duties.
• Coordinate and work with counseling and administrative staff to design, edit, produce, and deliver educational and marketing content and communication pieces in print or digital formats.
• Provide front desk support, serving as backup to Administrative Associate; cross-train with staff to provide support on other administrative functions; liaise with constituents and respond to inquiries.
• Other related responsibilities and functions as assigned.

Skills

Organizational skills

Oral communication

Written communication

Attention to detail

Multitasking

Independent judgment

Education

Bachelor's degree

Tools

MS Office Suite

MS Excel

Job description

Job Posting Title: Administrative Associate, School of Law

Hiring Department: School of Law

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

The University of Texas School of Law strives to create and promote an environment that values kindness and mutual respect and a culture that provides a deep sense of belonging for each member of our community.

The University of Texas at Austin provides an outstanding benefits package to staff, including:

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%)
• Vision, dental, life, and disability insurance options
• Paid vacation, sick leave, and holidays
• Teachers Retirement System of Texas (a defined benefit retirement plan)
• 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
• Training and conference opportunities
• Tuition assistance
• Athletic ticket discounts
• Access to UT Austin's libraries and museums
• Free rides on all UT Shuttle and Capital Metro 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

Purpose

The Administrative Associate provides high-level administrative support for Career Services operations within the School of Law in a fast-paced, dynamic environment.

Responsibilities

• Work closely with the counseling team to handle all aspects of student programming including securing room reservations, advertising, collecting RSVPs, ordering food, coordinating with speakers, setting up media services and day-of logistics. In the event a program must be held off-site, secure venues and coordinate contracts. Create and edit documents, spreadsheets and reports related to these programs. Communicate, coordinate and meet with employers ahead of events.
• Manage employer contact data. Assist staff with accessing, training and troubleshooting on our technology platforms. Update and edit the CSO website. Perform other technical duties as assigned.
• Coordinate and work collaboratively with the counseling and administrative staff to design, edit, produce, and deliver educational and marketing content and communication pieces in print or digital formats.
• Provide front desk support, serving as the backup to our Administrative Associate whose primary functions are to manage front desk activities, during absences and breaks. Crosstrain with staff to provide support on other administrative functions. Liaise with constituents and respond to their inquiries.
• Other related responsibilities and functions as assigned.

Required Qualifications

Bachelor's degree and one year of relevant experience. Clerical experience. Ability to work with minimal supervision and exercise independent judgment. Excellent organizational skills and oral and written communication skills. Excellent computer skills. Attention to detail and problem-solving experience. Ability to prioritize responsibilities, manage multiple concurrent projects. Professional demeanor.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree and three years' experience coordinating or administering a program. Experience working in career services in a law school or other higher education setting. Advanced MS Office Suite skills including high proficiency with MS Excel. Experience with creating and editing digital media content.

Salary Range

$50,000 + depending on qualifications

Working Conditions

May work around standard office conditions. Repetitive use of a keyboard at a workstation, use of manual dexterity. Lift and move standard office files and supplies. Wear appropriate office attire; accept supervision. Work hours may include occasional evenings, weekends and some holidays during peak periods to meet deadlines. On-site work is the normal expectation for this position with the possibility of limited remote work based on peak periods and departmental needs.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers

You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers

As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer

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

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Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) and before entering a classroom requiring a Student ID badge, a "Clery-Verified" ID. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.