Job Posting Title:

Senior Administrative Program Coordinator

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Hiring Department:

Moody College of Communication

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

LOS ANGELES, CA

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Job Details:

General Notes

This position supports the UTLA Semester in Los Angeles program and the day-to-day functioning of the Wofford Denius UTLA Center for Entertainment and Media Studies. It is located in Burbank, CA. Reporting directly to the UTLA Program Director and working closely with other members of the UTLA staff, this position is primarily responsible for administrative, receptionist, event planning and facilities management duties. It includes working with students, alumni, faculty, outside guests, vendors, and UT staff located in Austin, TX. This position works in-person at the Wofford Denius UTLA Center in Burbank, CA. It is not a hybrid or remote position. Because this role is responsible for keeping the UTLA Center open on a regular schedule as well as supporting evening/weekend events, the weekly schedule may change throughout the year to support the needs of the program and students.

Candidates must be authorized to work in the United States.

Purpose

To provide administrative, facilities management, and event planning support to the UTLA Semester in Los Angeles program.

Responsibilities

UTLA Center Facilities Management

On-site lead for facilities management, oversees purchasing and stocking of supplies, stocking of Food Pantry supplies, maintains cleanliness and organization of UTLA Center

Submits maintenance requests and coordinates with maintenance and management teams for access to the UTLA Center

Manages technology at the UTLA Center by working with IT staff in Austin and supervising installation of equipment and upgrades by LA vendors

Manages access codes, access cards, and parking passes for students, faculty, and staff

Manages Center and room scheduling for both internal and external parties

Manage on-site technical equipment, training faculty and ensuring classrooms are fully functional, troubleshoot technology issues to include Audio/Visual and other office equipment, coordinate solutions with UT Austin based IT staff 

Administrative Support

Develops new processes to categorize and streamline budgeting and purchasing for Center/Program in collaboration with Austin-based staff

Processes and maintains records of bills, tax documents, procards, deposits and OOEFs

Work with UT Austin staff to coordinate shipping and ordering of printing jobs, equipment updates and repairs, etc.

Maintains records of student information, collects and tracks student paperwork

Supports efforts to track and network with UT and UTLA alumni working in the entertainment industry

Event Support

Corresponds with outside vendors to coordinate quotes and payment

Coordinates approval of contracts and billing through UT business and legal services

Helps with setup and breakdown for all UTLA Program events, which may take place on weekends and evenings

Manage special ad hoc projects assigned by Exec Director for UTLA, Moody Development team and Program Director

Brings ideas, creativity, and support to the planning of student events

Receptionist Duties

Responsible for opening and closing the UTLA Center on a regular schedule during the week

Greets students, faculty, staff, and visitors, answers phones, routes calls and messages

Responds as first point-of-contact for the program, answering questions or directing people to the correct point of contact

General Program Support

Support students who need help with mental and physical well-being, providing resources and guidance while in LA

Develops new systems, proposes new ideas, listens to feedback from students and helps the team at UTLA build a bigger and better program.

Other duties as assigned

Required Qualifications

Bachelor's Degree and 5 years administrative experience. Effective communicator with excellent oral, written, and interpersonal communication skills. Proven ability to manage multiple tasks simultaneously with attention to detail and prioritizing responsibilities to meet deadlines. Outstanding organizational and time-management skills. Highly detail oriented. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. Ability to manage work processes with minimal supervision and with proven personal and interpersonal skills, energy, drive, and ability to see the big picture. Ability to make complex decisions that take into consideration multiple priorities and perspectives. Proficiency in Microsoft Office programs: Teams, Excel, Word, PowerPoint, Outlook, etc. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Interest in the entertainment industry and/or higher education. Experience working with students.

Salary Range

$63,000 + depending on qualifications

Working Conditions

In-person at the UTLA Wofford Denius Center in Burbank, CA

Standard office environment

Ability to lift up to 30 pounds

Extended hours during peak work periods

Regular weekly schedule at the UTLA Wofford Denius Center in Burbank, CA + some weekend/evening events offsite

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 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.