Job Posting Title:

College of Natural Sciences Career Services Office Manager

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Hiring Department:

College of Natural Sciences

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

The College of Natural Sciences at the University of Texas at Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University.  We are committed to being a community that celebrates the dignity of every individual, honors differences and lets each person know that they belong.  What starts here really does change the world.  For more information about the College of Natural Sciences, please visit. https://cns.utexas.edu.  

 

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

Provide administrative support for the College of Natural Sciences (CNS) Career Services office through the responsible management of departmental services and processes associated with business services, events, and customer service to students, staff, faculty, and employers. To advance our core mission of fostering wellness, belonging, and success for all students.

Responsibilities

Manage physical space and front desk students for both Career Services and Health Professions offices with training input from Health Professions. Train and supervise student workers in providing excellent customer service, which includes assisting all office visitors, answering phone calls, scheduling student appointments, answering general questions about services provided. Maintain the Career Services office email. Physical space management includes scheduling maintenance, computer hardware and office equipment needs/repairs.

Prepare purchasing requests, to include vendor bids, purchase orders, and education contracts in compliance with university standards. Perform accuracy checks for error-free preparation. Order suite supplies and confirm and record receipt. Maintain records and files of all purchase requisitions, invoices, and relevant documentation, including warranties and licenses. Maintain Excel spreadsheets. Properly file and store all records in secure online system. Maintain inventory of equipment and relay relevant information to appropriate inventory offices.

Collaborate with Career Services team on event planning and execution. Request vendor bids, prepare business contract forms, collaborate with the Career Services office team and Business Contracts and Purchasing for all service contracts required for events. Serve as the point of contact for service contractors. Prepare and submit approval forms for contracts, purchases, and events. Proactively maintain current knowledge of purchasing and related policies. Following events and purchases, provide necessary documentation for final payment. Receive and record career fair and on-campus interview payments, create and make deposits, and follow purchases and payments until final recording. Maintain and provide support to the Career Services director in forecasting, actively setting and monitoring event expenses, creating income/expense reports and assisting the director with the overall tracking of income and expenses.

Responsible for proactively maintaining current knowledge of Procurement card responsibilities, procedures, policies, and guidelines including record keeping and reconciliation. Prepare and process travel requests and reimbursements for processing and approval.

Collaborate with the director on submission and tracking of affiliation agreements with other institutions for student internships and experiential learning experiences. Other duties as assigned, including supporting special projects and staffing events within CNS.

Required Qualifications

High School graduation or GED and five years of clerical experience, or Bachelor’s degree and one year of experience with relevant administrative responsibilities. Strong attention to detail and time management skills, excellent interpersonal and written communication abilities, and professional demeanor. Can work both independently and as part of a team, manage multiple priorities in a dynamic environment, and lead without direct authority. Experience in risk assessment, complex administrative decisions, and budget management. Proficiency in problem-solving, policy research, and Microsoft Excel. Ability to follow directions, learn new processes, and handle frequent interruptions.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Five plus years experience performing complex administrative functions. Ability to manage a variety of tasks simultaneously. Strong interpersonal skills to effectively relate and interact with the university community. Knowledge of UT at Austin's policies and procedures.  Proficent in Excel, budget forecasting, and contract negotiations, UT Define experience.

Salary Range

$45,000 + depending on qualifications

Working ConditionsSome evenings during peak seasonsEnvironmental Demands: may work around standard office conditionsPhysical Tasks: Repetitive use of a keyboard at a workstation

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisorLetter 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 that ALL Required 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 questions presented 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) [PDF]E-Verify Poster (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.