Front Desk Administrative Associate for College of Fine Arts Dean's Office

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

General Notes

TheCollege of Fine Arts is the college of creativity at The University of Texas at Austin—a home for artists, performers, designers, scholars, educators, makers and creatives ready to change the world.

Benefits package:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time 
• Paid holidays 
• Other services and perks.

This job description may not contain all assigned duties, responsibilities, or aspects of the job described. Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply.

Purpose

Serve as primary point of contact for visitors and guests of the College of Fine Arts Dean’s Office and serve as administrative and operational support partner to the Executive Assistant to the Dean and Associate Dean of Graduate Education and Academic Affairs. Responsible for coordinating day-to-day operational needs for the dean’s office, ensuring the Dean’s Office functions efficiently, professionally, and with a high level of service.

Responsibilities

• Front Desk Management: Greet and guide a wide range of visitors including students, staff, faculty, prospective students, public guests, and donors. Answer and route calls and emails for the College of Fine Arts Dean’s Office. Review, log, and distribute incoming mail promptly and accurately. Facilitate routine Dean’s Office paperwork and requests. Oversees package delivery, logs package delivery info and informs recipients of delivery status, manages package pick up process. Exercises sound judgement and discretion, when necessary, in responding to requests from College of Fine Arts staff promptly and thoroughly and maintains professionalism while fielding interruptions.

• Office Management: Serve as office manager for Dean's Office suite, to include managing supplies and equipment for water, copier, shredder, office, and kitchen. Manage Dean’s Office Suite common spaces, which includes the Dean’s Office conference room, kitchen area, patio, and front desk reception area. Management of these spaces includes setting up and cleaning the spaces (e.g., Dean’s Office coffee machine, kitchen clean up, conference room clean up). Manages the Dean’s Office parking passes, which includes validations (chaser tickets) and temporary dashboard passes, ensuring a continued awareness of and compliance with parking closures as needed. Oversees UTDRIVERS, ensuring training and compliance. Assist deans office staff with space access issues (office lockouts, providing access to spaces via use of master keys).

• Associate Dean of Graduate Education and Academic Affairs Support: Provide administrative support to the Assistant Dean of Graduate Affairs, including coordination of administrative activities, including the appropriate follow-up to ensure timely completion, scheduling and calendar management, inbox management, event planning and management, enrollment planning, and other high-level ad-hoc requests.

• Assistant to the Dean Support: Provide back-up support to Assistant to the Dean by assisting with meeting/visitor coordination, dean event management, and serving as a thought partner on maximizing operational efficiencies. Provide direct administrative support to the Dean when the Assistant to the Dean is unavailable, using discretion and professionalism when handling sensitive or urgent requests.

• Student Employee Supervision: Manages front desk student employee lifecycle. Includes recruiting, hiring, onboarding and offboarding, training, workflow, promotion and appraisals. Communicate policies and procedures to students clearly and effectively. Establish clear expectations and workflows for student employees to ensure consistent, professional front-desk coverage. Craft student supervisor feedback sessions and professional development. Delegate office management and administrative support tasks to student employee support, as appropriate, to meet Dean’s Office priorities.

• General Administrative Support: Provide additional administrative support to business teams within the dean’s office, as needed, including Dean’s Executive Assistant, Business Affairs, Development, Communications and Human Resources. Work may range from finite projects needing “surge” support where the existing staff on a given team need extra support to ongoing projects that have a lower administrative demand but require coordination. 

• Office Events: Assist with events, as needed, on behalf of the College of Fine Arts deans office, Business Affairs, and/or the Early Career Fellows. Past examples include employee departures, holiday luncheons, lunch meetings, coffee service for select meetings, and student worker appreciation events (“semesterly”). Planning includes, budget, space, vendors/catering contracts. Organize special events for Dean’s Office staff- create invites, manage guest lists, coordinate logistics (including contracts) with vendors, caterers, and facilities. Work closely with accounting team to process before and after payment requests for events.

• Other duties as assigned

Required Qualifications

• Bachelors Degree

• One year of experience working in an administrative office

• Demonstrated knowledge of Microsoft Office Suite tools (Word, Excel, Teams, PowerPoint)

Required Competencies:

• Accuracy and Attention to Detail

• Initiative

• Manage Multiple Priorities

• Service Excellence
• Decision Making and Critical Thinking

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Familiarity with University of Texas at Austin administrative offices.

• Bilingual in Spanish

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provided a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Salary Range

$48,000 fixed-rate

Working Conditions

• Prolonged screen time
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity.
• Ability to lift 30+ lbs

Work Shift

• Monday – Friday, 8am – 5pm, in office
• This role manages student employees who also sit at the front desk, providing this role with periods of non-public facing work time

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:

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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 anequal 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 originaldocuments 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 inHOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You mayaccess the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.