Administrative Assistant

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Hiring Department:

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Job Details:

Join the Facilities Operations and Maintenance team, a highly responsive and knowledgeable crew providing outstanding service for Facilities Services and to the university community.

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.

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. This is a 40 hour work week schedule; Monday-Friday, schedule to be discussed with supervisor.

To assist Elevator Services Manager by performing administrative duties related to the work order management system, work order control, material purchases, and safety program.

• Perform administrative duties in work order management system (UT Works) such as opening work orders, updating statuses, scheduling, entering labor and material charges, and closing work orders. Asset management, accounts verification, records retention, planned maintenance programs, inspection programs, reports and queries, and all other things UT Works related. Examines correspondence and determines work priority.
• Maintains calendars for FOM Elevator Services, including Manager's and team's out-of-office calendar. Creates agendas and records minutes for meetings. Prepare and distribute correspondence and emails. Day-to-day prioritization of activities for meetings for team. Strategically manage manager's calendar and time. Plan for contingencies and anticipate potential problems. Manage office and administrative functions for the manager. Plan meetings with vendors and campus community as needed.
• Serve as the client entry point for related issues by receiving incoming phone calls, emails, and work requests. Correspond and coordinate with clients and other shops to coordinate work and keep those impacted appraised of important issues, e.g. building outages. Develop relationships both internally and externally to keep Manager informed of matters affecting working relationships. Work collaboratively with others on implementing directives from Manager.
• 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. Works with Safety and Training to coordinate job certifications for FOM Elevator Services. Manage electronic and paper documents within the University's policy. Create SharePoint and UT Box files, manage permissions, and track changes to the files for regulatory compliance.
• Manage urgent situations with personnel including but not limited to gaining access to different areas on campus, procuring keys/card reader access and security clearance for employees and contractors. (5%)
• Tracks budgets and project accounts for accurate accounting. Develop and administer files on SharePoint for regulatory compliance. Prepare reports and identify areas needing improvements. Assists in developing five-year plan for renovation of the elevator equipment. Prepares purchase requests packages for elevator renovations. Assures project components are organized properly and that the submittal is complete. Tracks progress of the request working closely with purchasing and business contracts departments.
• Create and maintain workflow charts and standard operating procedures for FOM Elevator Services. Develop, monitor, and analyze KPIs to identify improvement opportunities and track progress. Conduct regular audits and assessments to ensure compliance with lean principles and standards. Review and revised standards on at regular intervals. This includes the Division 14 design guidelines, elevator inventories, remote monitoring systems, phone sheets, and other regularly changed documents.

High School Degree or GED with an additional four years of experience. Three years of experience with clerical functions including providing customer service, experience using a PC, experience performing data entry, experience answering a multi-line telephone, experience with Microsoft Office, and experience in a service-oriented organization dealing with the public. Demonstrated excellent communication skills. Ability to pay attention to detail with a high level of accuracy.

Relevant education and experience may be substituted as appropriate.

Associate's degree with three years of experience. Or Bachelor's degree. More than the required years of clerical experience. Experience at the University of Texas or in a university setting. Experience in a service organization dealing with clients both via email and telephone. Experience with a computerized service request system. Experience in a maintenance shop environment. Demonstrated ability to take initiative and work with limited supervision. Demonstrated ability to provide quick response to clients in a sometimes stressful environment.

$42,000 + depending on qualifications

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Climbing of stairs
• Climbing of ladders
• Lifting and moving

• This position and associated job duties have been designated as essential during extraordinary and emergency situations when the university is closed. Essential personnel must maintain contact with their supervisor and report to work as regularly scheduled unless directed otherwise.
• Required to operate an electronic device such as an iPhone, iPad, or laptop/desktop computer to perform and fulfill time reporting and work management requirements. Work management requirements include receiving work assignments, updating work orders, and other functions as required.
• May be required to lift up to 50lbs. Often required to twist, grasp, push, pull and bend.
• May work in shared office space. May have direct customer contact.
• May drive University vehicles. If driving University vehicles, must maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4.

• 40 Hour Work Week Schedule; Monday-Friday, Schedule to be discussed with supervisor.

• 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:

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Retirement Plan Eligibility:

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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). 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.