Assistant to the Director

Job Posting Title:

Assistant to the Director

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Hiring Department:

Clements Center for National Security

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

The Clements Center for National Security seeks to fill a position responsible for providing administrative support to the leadership team of the Center.

General Notes

Must be authorized to work in the U.S. on a full-time basis for any employer.

Responsibilities

• Provide administrative assistance to the Executive Director in his various roles including but not limited to drafting and summarizing correspondence, scheduling appointments and maintaining calendar, maintaining contacts, proofreading, copying, and filing; and formatting and submitting letters of recommendation.

• Make all travel arrangements for the Executive Director. Process reimbursements for Executive Director’s travel and all entertainment expenses.

• Assist with high-level event planning and coordination of meetings, special programs, lunches, receptions; facilitate scheduling and hosting Board meetings twice yearly.

• Respond to email and phone requests either directly or by drafting response on behalf of Executive Director; serve as a liaison for Executive Director both on phone and in meetings to provide efficient, courteous, discrete and effective  service to alumni, students, colleagues and executive-level UT Austin management, donors, senior policymakers and scholars, and Board members, including hospitality and parking.

• Support Executive Director in his faculty role including syllabus and course book orders, maintaining class Canvas site.

• Provide support including placing orders and processing payments for all office support functions including contracts, renewals and monthly and payment of invoices for UT Club membership, copiers, ITS and phones, water, office and kitchen supplies.

• Undertake special projects assigned by the Executive Director, includes partial to full responsibility for all phases of projects including planning, execution, tracking and reporting.

• Other duties as assigned.

Required Qualifications

• Bachelor’s degree required with a minimum of three years administrative experience including two years of experience supporting an executive.

• Ability to adjust to change and multi-task.

• Ability to work independently and make decisions within the framework of executive priorities.

• Ability to establish and maintain professional working relationships with a variety of internal and external contacts.

• Excellent written and oral communication skills, including proofreading and editing skills.

• High level of judgment, tact and resourcefulness.

• High level of professionalism and integrity.

Preferred Qualifications

• More than two years of experience supporting a senior executive in a university or professional firm strongly preferred.

• Experience with University of Texas at Austin financial systems (DEFINE and Point Plus) and human resource systems (Workday) a plus.

• Experience using Canvas or similar system a plus.

• Interest in foreign policy or national security issues a plus.

Salary

$68,000 + negotiable depending upon experience

Working Conditions

• This position is based in Austin, TX and requires working on campus daily.

• May work around standard office conditions.

• Occasional travel may be required.

• Some nights and weekends may be required during peak periods or for special events.

Required Materials

• Resume/CV (please include a link to a portfolio of your work)

• 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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.