Sr. Administrative Associate (Salary)

Job Posting Title:

Sr. Administrative Associate (Salary)

—-

Hiring Department:

UT Libraries

—-

Position Open To:

All Applicants

—-

Weekly Scheduled Hours:

40

—-

FLSA Status:

Non-Exempt

—-

Earliest Start Date:

Nov 24, 2022

—-

Position Duration:

Expected to Continue

—-

Location:

UT MAIN CAMPUS

—-

Job Details:

General Notes

The University of Texas Libraries welcomes and respects all individuals and communities by valuing and consciously maintaining awareness of diverse perspectives and experiences. We believe inclusivity is critical to fostering excellence in all of our endeavors, and we promote diversity in our collections and services, as well as in our recruiting, hiring, and retention practices.

Purpose

The Senior Administrative Associate provides complex administrative and logistical support for the Vice Provost and executive team of the University of Texas Libraries.   

Responsibilities

Provide administrative support for Vice Provost

• Proactively and responsively manage the Vice Provost’s calendar.

• Coordinate, prepare, and assist with meetings with key campus constituencies (Directors of Campus Collections, Faculty Council, etc.). Prepare, draft, and gather data for documents and presentations.

• Research, plan, and coordinate travel arrangements for Vice Provost. Input, maintain, and process travel documents for the Vice Provost.

• Examine, prepare, proof, and provide correspondence.

Provide administrative support to Executive Team

• Coordinate agenda and presentation preparation for monthly Libraries staff meeting.

• Provide online meeting support (logistics/support, pre/post-production).

• Assist executive team members with special projects and meeting assistance as requested.

Provide administrative support for public programming events

• Assist and support Leadership Council in planning and managing the public programming events calendar.

• Assist event owners with coordinating event logistics and serve as an information resource as needed.

Serve as Office Manager for the Vice Provost’s Suite

• Manage the suite’s printers, copiers, and beverage service.

• Provide user support for technology in suite conference room.

• Maintain office supply inventory and order supplies as needed.

• Coordinate conference room calendar.

• Coordinate beverage and catering needs for UTL internal meetings.

Required Qualifications

• Bachelor’s degree and at least three years of administrative experience.

• Ability to prioritize responsibilities and manage concurrent projects with overlapping deadlines, while maintaining a high level of accuracy and attention to detail.

• Ability to build positive relationships with internal and external partners in ways that strengthen our community.

• Demonstrated ability to work independently.

• Excellent interpersonal and communication skills with an emphasis on empathy, diplomacy, and confidentiality.

• Excellent organizational skills.

• Commitment to creating a welcoming and inclusive environment that values diverse voices and perspectives.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience supporting executive teams.

• Experience working in libraries, higher education, or large organizations with complex portfolios.

• Demonstrated work history of growth and increasing responsibilities.

• Project management experience.

Research indicates that applicants with marginalized identities are hesitant to apply for positions if they do not meet all of the qualifications. We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleague develop these preferred skills.  

Salary Range

$49,000 + depending on qualifications

Working Conditions

• Standard office conditions

• Occasional weekend and evening work may be required

Work Shift

• Typically Monday-Friday between 7am and 6pm. Flexible work arrangements available.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

During your application, you will be asked the following questions:

• Please tell us about a time you went out of your way to make a work environment or meeting more welcoming and inclusive.

• How do you prioritize and stay organized when juggling multiple priorities and projects? Please be detailed.

• Please tell us about a time you needed to use diplomacy and tact when handling a difficult situation.

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.