Administrative Associate/Travel Coordinator

Job Posting Title: Administrative Associate/Travel Coordinator ---- Hiring Department: Department of Economics ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: Purpose Seminar, Conference, Faculty Travel, and Event Coordinator Responsibilities Administrative Associate/Travel Coordinator: Preparation of Seminars for the Department, (3-5 speakers weekly): Contact with Faculty Host and guest speaker Coordinate hotel reservations, flight and ground transportation Coordinate guest list and daily schedule of meetings Work with speakers if there is any special needs (computer, projector, etc.) Reimburse each visitor for their travel expenses that incurred during the trip after their visit. VE5, VP5, PIF, GGV, VP2. Reimburse faculty members for luncheons and dinners, VPE. Conferences (3-5 annually): Meet with faculty host for the Conference and arrange venue, meals, refreshments, for the Conference Make travel arrangement for each attendee (usually 20 per conference), same coordination as the seminars Make transportation for participants on Conference Day Coordinate Conference schedule and make arrangements for equipment After the conference, reimburse each attendee’s claims on the travel expenses Bill and Collect payment from other Co-organizers Recruitment Seminar (25-30 annually): Establish with Chairman and EA a schedule of Candidates Contact the Candidate, Coordinate hotel reservations, flight and ground transportation Coordinate guest list, executive committee members interviews and daily schedule of meetings Make appointments with Dean’s office and other Dept/Centers of interest Work with speakers if there is any special needs (computer, projector, etc.) Reimburse each visitor for their travel expenses that incurred during the trip after their visit. PIF, GGV, VP2. Reimburse faculty members for luncheons and dinners, VPE. Faculty members’ travel: Reimburse each faculty members after their travel – VP5 including domestic and foreign travel. Lunch seminar: (1-3 per week) Communicate with faculty members and lunch seminar speakers Commencement Ceremony: Serve as Commencement Directory for the department’s Ceremony Arrange and conduct meetings with the organizing committee, volunteers, ECO staff, faculty and others involved. Coordinate guest speaker’s travel arrangement (duties similar to coordinating a seminar) Recruit volunteers from within Economics and Liberal Arts departments Work with the Chairman, Executive Assistant, faculty members, staff, volunteers, and staff of the Gregory Gym to assure all areas covered from check-in to reception Final meetings, check-list and preparation Other duties as required: Provide general service to faculty, staff and students as called upon and on a daily basis. Serve as a back-up to the front desk and work with staff on other projects and tasks. Other miscellaneous duties as assigned by Administrative Manager Follow-up after projects Required Qualifications Bachelor’s Degree. One year of experience with clerical function. Excellent written and interpersonal communication skills. Ability to utilize sound judgment, discretion and maintain confidentiality. Proficient knowledge of word processing and spreadsheets i.e.: Microsoft word, Excel, Outlook. Excellent customer service. Organized, detail oriented and accurate. Handle sensitive and confidential information appropriately. Relevant education and experience may be substituted as appropriate. Preferred Qualifications 3 or more years of operational experience in catering and/or event coordination. Experience in higher education. One year of experience making complex administrative decisions. Excellent understanding of higher education at a large public university. Experience working at the University of Texas. Basic knowledge of working in define and workday. Experience working with varied communities Salary Range $55,000 depending on qualifications Working Conditions Typical office environment. Work Shift Monday – Friday, 8AM – 5PM. Work hours and schedule may vary to include nights and weekends based on business, event, and catering needs. 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. ---- 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. ---- 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. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- 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. ---- 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. ---- 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. ---- 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] ---- 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. Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000 students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Looking for a student job? Please see our Student Employment site. Comments and Inquiries: Email comments to hrsc@austin.utexas.edu. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178. UT Austin is a Tobacco-free Campus