Job Posting Title:

Temporary Senior Administrative Associate - Kendra Scott Womens Entrepreneurial Leadership Institute - Department of Mangement - (UTEMPS)

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Hiring Department:

UTemp Pool

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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 Until Mar 31, 2025

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this assignment is March 31, 2025. This assignment may transition to regular status. Please note that the selected candidate will be working closely with Kendra Scott Women's Entrepreneurial Leadership Institute team, the Senior Administrative Associate role will provide operational, programming, and communications support to Institute student programs and initiatives. To learn more about the Kendra Scott Women's Entrepreneurial Leadership Institute (KSWELI) please visit: https://kswelinstitute.utexas.edu/

Purpose

Working closely with Kendra Scott Women's Entrepreneurial Leadership Institute team, the Senior Administrative Associate role will provide operational, programming, and communications support to Institute student programs and initiatives.

Responsibilities

Process Management and Reporting Responsible for supporting Kendra Scott Womens Entrepreneurial Leadership Institute (KS WELI) programming through internal process development, reporting, and general operations. Internal processes include but are not limited to: creating and managing standard operating procedures, identifying project workflow and responsibilities, calendar and scheduling management, project management and prioritization, leading meetings with stakeholders and partners, and program application reviews.

Manage the reporting process on a regular cadence, including monthly reporting for all channels and initiatives, quarterly reporting to stakeholders, and semesterly impact reporting. This includes tracking internal team key performance indicators and metrics by function. Responsible for distributing and managing feedback surveys in addition to aggregating and analyzing results Programming and Communication Support Support programming of the institute through event and operational logistics and communications.

Assist KS WELI-sponsored events & programs, including catering arrangements, facilities scheduling, venue reservations, guest list management, and day of set up/takedown. Event support includes managing ordering processes, vendors, and logistics leading up to, during, and post-program. Operational logistics include but are not limited to: ensuring University policy is met, budget tracking, and working with campus, external, and vendor partners.

Communications support includes marketing for applications and events, sharing opportunities with students, internal communications with stakeholders, promotional items, and donor relations materials. Support execution of all communications through various channels. These channels include website, email, Canvas, print materials, swag, slide decks, and cross-campus promotional opportunities. Administrative and Operational Lead strong customer service culture within the Institute and Kendra Scott Center. This includes greeting guests, providing service to callers or office visitors, or advising students on course or application questions when applicable.

The procurement process of goods and services purchased for the Institute. This includes but is not limited to catering, office supplies, computer equipment, program materials, transportation, and printing.  Assist with contracts, policy compliance, travel requests, and reimbursements. Assist the Director and Assistant Director with Institute expense management through expense tracking, reconciliation, and reporting. Other Duties Maintain an ongoing working knowledge of responsibilities associated with essential functions. Participate fully in support of other major Institute initiatives. Other duties as assigned

Required Qualifications

Bachelor's Degree and at least 3 years of administrative experience. Or high school graduation or GED, and seven years of administrative experience. Demonstrated success in a customer service environment and the ability to communicate effective relationship management. Effective communication skills and ability to work independently as well as collaborate in a team-oriented environment. Previous success managing multiple projects, assessing work priorities, and as well as regular ability to meet deadlines. Demonstrated proficiency in organizing and recording data. Proficiency with software, especially Microsoft and Google products, and comfort in learning new technologies. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with Slack, ClickUp, Notion, or other project management software Experience with higher education student employment practices and student organizations Experience with University of Texas policies, procedures, and administrative system

Hourly Rate

$22.60

Working Conditions

Attire: Business Casual

Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation, Lifting, pushing, or pulling, Standing

Work Shift

Hours per week - 40

The work schedule is from 8:00 a.m. to 5:00 p.m.

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.