Job Posting Title:
Administrative Associate - Dean's Office Receptionist----
Hiring Department:
John A and Katherine G Jackson School of Geosciences----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Non-Exempt----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
UT MAIN CAMPUS----
Job Details:
This administrative position serves as the first point of contact for the Dean’s Office and plays a critical role in maintaining a professional, organized, and welcoming environment.
This position is responsible for front desk operations, oversight of shared office spaces, and providing administrative support to ensure the smooth daily functioning of the Dean’s Office. The role also provides logistical support for meetings and special events, assists with student worker coordination, and serves as backup support to the Assistant to the Dean as needed.
Front Desk & Office Operations
Staff and manage the Dean’s Office front desk during business hours, serving as the primary point of contact for visitors, faculty, staff, students, and external guests.
Maintain a professional and welcoming lobby environment, including oversight of shared spaces such as the lobby and breakroom.
Monitor and coordinate the use of common areas to ensure cleanliness, organization, and readiness for daily operations and meetings.
Conference Room & Scheduling Support
Manage reservations for the Dean’s Office conference room(s), including scheduling, confirming availability, and coordinating room setup as needed.
Ensure conference rooms are properly prepared before meetings, including furniture arrangement, basic technology readiness, and supply availability.
Administrative & Office Support
Oversee administrative tasks related to office operations, including ordering office supplies and ensuring supplies are adequately stocked.
Track inventory of common-use supplies and coordinate replenishment in accordance with university purchasing procedures.
Assist with routine administrative tasks to support the overall workflow of the Dean’s Office.
Events & Special Projects
Assist with coordinating special events hosted by the Dean’s Office, including meetings, receptions, and internal gatherings.
Provide logistical support for events such as room setup, catering coordination, and on-site assistance as needed.
Student Worker Support
Assist with managing student workers assigned to the Dean’s Office, including daily task coordination and coverage support as directed.
Help ensure appropriate front desk and administrative coverage during peak times.
Backup Support
Serve as backup support to the Assistant to the Dean when needed, including coverage during absences and assistance with time-sensitive administrative needs.
Bachelor’s degree and at least 1 year of administrative experience, or a High School diploma and at least 5 years of clerical experience. Professional demeanor. Experience with Microsoft Office Suite. Experience with supply ordering and calendar management.
Relevant education and experience may be substituted as appropriate.
More than the required experience. Experience managing and maintaining a front desk or reception area. Experience in a higher education setting.
$55,000
Standard Office Environment.
Repetitive use of a keyboard at a workstation.
Use of manual dexterity.
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.----
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.
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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:
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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.