Administrative Assistant– Faculty Events

Job Posting Title:

Administrative Assistant– Faculty Events

Hiring Department:

Department of Linguistics

Position Open To:

All Applicants

Weekly Scheduled Hours:

15

FLSA Status:

Non-Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue Until Mar 31, 2028

Location:

UT MAIN CAMPUS

Job Details:

General Notes

This part-time, non-benefits eligible, on-site position is 15 hours per week and is located on the UT main campus. This position is fixed-term with a one-year contract, with the expectation of annual renewal contingent on funding, programmatic need, and performance. We seek a responsible, punctual, reliable, and dependable individual with a strong attendance record and minimal absences.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

The Linguistics Department is experiencing rapid growth, leading to an increased demand for event support, especially for faculty-hosted events, including guest speaker engagements. To effectively support these expanding activities, we require an Administrative Assistant dedicated to managing event-related tasks. This position will be responsible for handling all logistical and administrative aspects of hosting events, ensuring seamless coordination and execution.

This position will serve as a primary administrator for department events, primarily faculty-hosted, ensuring excellence through efficient administrative support, outstanding customer service, and seamless collaboration with internal and external stakeholders. Additionally, this individual will work on other projects as needed or during periods when no events are scheduled.

Responsibilities

• Provide logistical support for events, initiating and executing work orders.
• Serve as the primary contact for event reservations, including conference room bookings, schedule coordination, program details, and ordering event-related supplies.
• Coordinate all travel arrangements for guest speakers and any UT funded guests, including hotel bookings, correspondence, follow-up, travel arrangements, and reimbursement documentation. Serve as the primary point of contact for guest speaker needs during their visit.
• Oversee event catering, placing food orders, ensuring accuracy and timely delivery, setup of up event spaces, post-event clean up, ensuring conference rooms are cleaned and reset in accordance with the UT conference room reservation policy.
• Initiate and oversee visiting scholar requests; work with the department manager on contracts and space allocation.
• Process all event-related payments, invoices, and reimbursements promptly and accurately.
• Collect and compile all the accounts for each event, collaborating with the department manager to track expenses, reconcile accounts, and ensure all billing is finalized before the end of the fiscal year.
• Provide support for Linguistics Research Center (LRC) events as needed.
• Perform other administrative duties as assigned.
  
  
  

Required Qualifications

• High School Diploma and/or GED.
• At least three years of administrative work experience.
• Some experience in event planning/coordination.
• Excellent customer service, time management and organizational skills.
• Adherence to professional dress standards appropriate for events and in accordance with departmental guidelines.
• Professional demeanor and sound judgment in dealing with others of varying backgrounds and personalities.
• Proficiency in computer applications including Microsoft Office Suite and Adobe.
• Demonstrated success in being detail-oriented and managing multiple projects and administrative tasks simultaneously.
• Ability to advise and communicate accurate information efficiently under pressure and with frequent interruptions.
• Ability to step in and provide support when needed to meet department deadlines.
  
  
  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree.
• Two years of administrative work experience, especially in event planning.
• Self-starter professional who takes initiative, works with minimal supervision, begins projects independently, and works well individually and on a team.
• Experience with UT systems and policies.
• Experience working with faculty.
  
  
  

Salary Range

$15,600 depending on qualifications (prorated amount based on 15 hours per week)

Working Conditions

• Repetitive use of keyboard at workstation
• Exposure to standard office conditions
• May work evenings and weekends, depending on the scheduled event
  
  
  

Work Shift

• In office position, 15 hours per week, schedule can be discussed based on 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) [PDF]
• E-Verify Poster (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.