Office Manager / Administrative Manager

General Notes

The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 19 colleges and schools. By creating educational opportunities for all and leading cutting-edge research at scale, the University fosters positive social change, technological advancement, and economic progress showing the world that change really does start here.

The Division of Student Affairs is the hub of student life and well-being at The University of Texas at Austin. The team inspires all students to live the Longhorn life through its uniquely designed programs, spaces and resources. They serve every student through physical health, mental health and well-being services; recreational sports; two university unions; family orientation and the University's official parent association. The Division supports 1,000+ student organizations; student governance organizations; student outreach, veteran, legal, and disability and access services. The team also provides student employment; leadership, first generation and volunteer programs.

Purpose

Provide administrative and programmatic support to the Office of the Vice President for Student Affairs providing exceptional customer service to students, faculty, staff and visitors, while using independent professional judgement.

Responsibilities

• Serve as the first point of contact for students, faculty, staff and other visitors who interface with the Office of the Vice President for Student Affairs (VPSA) by responding to calls quickly and discussing constituent relations with the Vice President and VPSA team. Responsible for responding to email inquiries on behalf of the Office of the Vice President for Student Affairs.
• Manage reception area, greet visitors, answer main VPSA phone line, give assistance to callers and walk-in traffic, receive deliveries, pick-up and log in office mail. Establish effective working relationships with university administrators and student leaders. Hire, supervise and train student personnel covering the front desk area.
• Assist with office purchasing through UT-Market - Today's Business Solutions and Amazon. Provide accounting processing for the Office of the Vice President for Student Affairs. Monitor and manage expenses from encumbrance to reconciliation, including creating and processing payment voucher, deposits, transfers, invoices, travel reimbursement and other documents. Manage office ProCard and purchases.
• Manage daily office operations including maintaining regular business hours. Submit work orders for the suite. Ensure common areas and meeting rooms in the suite are clean and ready for use. Hold responsibility for keys and access to the physical space.
• Support Director of Human Resources with staff and student employment, including onboarding for staff and students, timekeeping and absence, student recruitment and appointment and other duties as relevant. Represent the VPSA office at HR meetings as appropriate including HR Collaborative.
• Support the Chief Business Officer with financial reporting, reconciling and strategizing, Serve as back up to financial tasks as needed.
• Other related functions as assigned.

Required Qualifications

• Bachelor's degree and five years of administrative responsibility with progressively responsible experience.
• Demonstrated ability to work independently exhibiting professional judgement and problem-solving ability
• Established working knowledge of Microsoft Office
• Intermediate level of experience with Power Point and Excel
• Ability to provide highest standard of customer service
• Demonstrated organizational skills and ability to manage multiple projects.
• Must be eligible to work in the US full-time for any employer without sponsorship

Preferred Qualifications

• Experience working in higher education setting
• Experience working with campus partners and stakeholders
• Experience working in fast paced demanding environments
• Experience with DEFINE, FRMS, Workday and knowledge of UT accounting policies and procedures

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

Salary Range

$60,000 + depending on qualifications.

Working Conditions

Work in standard office conditions. Repetitive use of a keyboard. This is an on-campus position, located in Austin, Texas.

Work Shift

Primary work location is on the main University of Texas at Austin campus. Standard work hours are Monday-Friday, from 8am-5pm. Regular and punctual attendance at the workplace required.

Required materials

• Resume
• Three work references with their contact information; at least one reference should be from a past or current supervisor
• Letter of Interest

Importantfor 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.