Temporary Administrative Associate – University Housing and Dining (UTEMPS)

Job Posting Title:

Temporary Administrative Associate – University Housing and Dining (UTEMPS)

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Hiring Department:

UTemp Pool

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until May 30, 2023

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this assignment is May 30, 2023.

Purpose

The Administrative Associate will act as the point of contact for dining employees by providing administrative support and managing their queries. Other duties will include managing office stock, preparing regular reports, scheduling meetings, managing calendars, invoice reconciliation, and temporary staff payroll.

Responsibilities

• Provide customer service by phone and email when communicating with students, staff, and vendors. Distributing incoming mail. Ensuring office supply inventories and general condition of office is maintained. Maintaining departmental files both manually and electronically. Maintaining unit calendars. Prepare professional communications as requested by Associate Director or General Manager. Scheduling and participating in meetings as requested. Recording and distributing minutes. Communicate with cross-functional teams as needed. Compile weekly WOR for location outlets. Includes tracking of revenues, customer counts, invoices, and expenses. Ability to create ahoc reports as requested by the Associate Director or General Manager. Completing and submitting weekly billing for temporary labor. Invoicing.

• Process unit invoices and transfers according to UHD standard procedures. Met weekly with the production manager to review weekly invoicing for WOR. Maintaining an inventory and ordering part-time uniforms. Issuing of full-time uniforms, which includes working with the vendor to address any potential issues. Assist with maintaining locker assignment logs and ensuring general conditions of the locker room are clean and in good repair. Ensuring all employee bulletin boards are maintained and up to date. Assist with the interviewing and hiring of staff members which can include scheduling interviews, completing reference and verifications of employment forms, and submitting required documentation to HR. Participate in hiring events such as job fairs as needed. Processing of all student catering requests. Ensuring requests are communicated to the unit point person. Participating in special projects as requested. Assisting throughout the department as requested. Ensuring work orders are processed according to a departmental protocol which includes electronically tracking all work order requests. Provide end-of-month location summaries to assist managers in identifying any potential issues. Act on emergency work orders immediately. Correspond with vendors as needed for repair issues, service requests, and invoicing.

Required Qualifications

At least 5 years of clerical experience with a High School Diploma or at least 1-year experience at the Administrative Assistant level with a Bachelor’s Degree

Preferred Qualifications

Experience working in a University setting. Experience working in food service.

Hourly Rate

$20.19

Working Conditions

• Attire: Business Casual

• Standard Office Environment, Repetitive use of a keyboard at a workstation, Lifting, pushing or pulling

Work Shift

• Hours per week – 40

• The work schedule is from 8 to 5

• Additional hours may be required for special events

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.

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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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.