Job Posting Title:

Space Data Assistant

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Hiring Department:

Resource Management

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

20

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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:

UT MAIN CAMPUS

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Job Details:

General Notes

Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

The Space Data Assistant aids with the coordination and administration of a campus-wide review of space use as defined by the Texas Higher Education Coordinating Board. This work supports the mission of Space Use Efficiency at the University.

Responsibilities

Assist Academic Space Coordinator with projects related to space data collection and accuracy as well as reporting requirements for both constituents within the university and those external to the university.

Review, collect and assess accuracy of facilities data and analyze, organize, and input data in an accurate manner. Work on projects developed to ensure accuracy of coding and data entry.

Assist Academic Space Coordinator in communicating with building managers and departmental space reviewers to schedule meeting times and request information and help monitor pace of data collection to ensure departmental goals are achieved. 

Learn Texas Higher Education Coordinating Board and University of Texas coding schemes to apply to data collected for buildings.

Responsible for the documentation, integrity, safekeeping, and accuracy of space/room/building data.

Assist with the coordination of the university Space System relationships including Jira ticketing, coordination of ongoing data updates and monitoring progress.

Learn the university’s Space Updates system and be capable of monitoring and editing space information accurately.

Assist in any efforts to integrate new Space Management software, from learning the new systems to training appropriate staff.

Perform various internal audits of facilities data and analyze for accuracy and work on various facilities inventory reconciliation projects as needed.

Visit various buildings on the University’s Main Campus as well as at more remote University of Texas Austin locations to make physical inspections of rooms for types of use, capacity and occupancy information.  

Other duties as assigned.

Required Qualifications:

Bachelor's degree and one year of clerical experience, including experience at either the Administrative Assistant or the Administrative Associate level.

Proficiency in Microsoft Office products including Excel, Word, PowerPoint, and Outlook.

Proven ability to work as part of a team and independently. Excellent customer service skills, detail-oriented personality, and strong interpersonal skills.

Successfully identify, organize and complete multiple tasks independently.

Keen attention to detail and superior organizational, administrative and problem-solving skills.

Strong written and oral communication skills.

Professional and positive demeanor.

Conscientious, punctual and responsible.

Relevant education and experience may be substituted as appropriate

Preferred Qualifications:

Preferred knowledge of the Workday HCM/Payroll product.

Experience with the university’s Space Updates System.

Familiarized with reading/interpreting floorplans.

Knowledge of the COGNOS reporting tool.

Knowledge of Tableau.

Prior experience working in a university environment.

Salary Range

$20,000+ depending on qualifications (based on a 20 hour work week)

Working Conditions

Work is performed in a standard office and employee home environment on a hybrid basis.

Repetitive use of a keyboard at a workstation.

Candidate must be able to drive to remote University of Texas locations in Austin on a limited basis. Candidate must have vehicle to drive to these locations.

Candidate must be able to walk, or move through buildings.

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.