Closed Room Administrative Assistant

The University of Texas at Austin; Austin (TX); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

100% employer-paid medical coverage

Retirement contributions

Paid vacation and sick time

Paid holidays

Job summary

The University of Texas at Austin's Applied Research Laboratories seeks a Closed Room Administrative Assistant to provide security-focused administrative support at the Pickle Research Campus.

You will manage access, document secure procedures, schedule meetings, and assist with incident reporting, ensuring compliance with security policies and handling sensitive information professionally.

Qualifications

• HS/GED required.
• Three years of clerical experience.
• Accuracy in spelling, punctuation, grammar, and proofreading.
• Strong organizational and communication skills.
• Ability to handle confidential information.
• Willingness to learn software applications and tools.
• Regular and punctual attendance.
• Experience with security-related administrative tasks is a plus.

Responsibilities

• Maintain security of Open Storage Areas, including opening/closing procedures.
• Escort personnel as needed and schedule security meetings.
• Document and publish security procedures to SharePoint.
• Collaborate with security offices and maintain access lists.
• Manage paperwork/permissions and incident reporting.

Skills

Organizational skills

Analytical skills

Interpersonal skills

Time management

Attention to detail

Communication

Confidential information handling

Work under pressure

Punctuality

Education

HS/GED

Bachelor's degree

Tools

SharePoint

Microsoft Office

Job description

Closed Room Administrative Assistant

Hiring Department: Applied Research Laboratories

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: PICKLE RESEARCH CAMPUS

Purpose

Administrative support related to security requirements of systems and facilities in the Advanced Technology Laboratory (ATL).

Responsibilities

• Maintain physical security of several Open Storage Areas (OSA) to include opening and closing procedures for the room. Escorting of personnel in the performance of their duties when necessary. Maintains scheduling for security meetings and scheduling for classified laptop usage. Attend in-house and sponsor meetings, document and maintain meeting notes and action items.
• Develop and maintain documentation relating to the secure processes and procedures within the Open Storage Area (OSA). Follow the documentation through the approval process and publish the documentation to the SharePoint site.
• Collaborate with main security office and other security officers.
• Maintain access lists.
• Manage paperwork/permissions for users.
• Incident handling and reporting.
• Other reflated functions as assigned.

Required Qualifications

• HS/GED.
• Three years of clerical experience.
• Accuracy in spelling, punctuation, grammar, and proofreading.
• Strong organizational skills and focus.
• Strong analytical and problem-solving capability.
• Strong interpersonal skills and ability to communicate clearly.
• Willingness to learn software applications and tools as necessary.
• Dynamic skill set, willing to work with new technologies, be highly organized and capable of planning and coordinating multiple tasks and managing their time.
• Attention to detail, effective problem-solving skills and excellent judgment.
• Ability to work independently with sensitive and confidential information, maintain a professional demeanor, work as a team member without daily supervision and effectively communicate with all groups of clients.
• Able to work under pressure and accept supervision.
• Regular and punctual attendance.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree and one year of related experience.
• Some work experience, internship experience, and/or coursework in writing or communications.
• Demonstrated knowledge or ability to express and present key technical principles.
• Eligibility for immediate access to classified information.
• Experience working with classified information or classified information systems
• Familiarity with procedures for working with classified information or classified information systems

General Notes

An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the United States, foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.

UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Salary Range

$35,000-$45,000+/negotiable depending on qualifications.

Working Conditions

• Standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Some weekend, evening and holiday work
• Possible interstate/intrastate travel
• Ability to lift 25 pounds unassisted
• Ability to climb stairs and or ladders

Required Materials

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

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.

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.

Background Checks

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

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.

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.

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.

E-Verify

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

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). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

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.