Administrative Assistant

Job Posting Title:
Administrative Assistant
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Hiring Department:
Facilities Services
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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 from FLSA
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:
General Notes
Join the Facilities Operations and Maintenance team, a highly responsive and knowledgeable crew providing outstanding service for Facilities Services and to the university community.
Maintenance Operations, a branch of the Facilities Operations and Maintenance Division, provides comprehensive maintenance services in support of the University’s operations.
Our teams provide a comprehensive array of qualified services, backed by our licensed and certified technicians, to this end, we offer opportunities for continuing education, as well as various stipends for additional trade licenses. Our team of trained trade experts are well-matched for the university’s operational and maintenance needs, whether the facility is a brand new laboratory or our iconic Tower.
Our goal is to self-identify operations and maintenance issues long before our clients realize a repair is needed and take a thoughtful approach to using their resources, structuring processes, and providing the best client service and use of university resources. This goal comes from our sense of ownership and pride in our work.
With this approach in mind, the team is organized into a zone-based structure and employs flexible work hours, data analysis, and technology to meet operational goals.
Your skills will make a difference.
You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:
Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
Voluntary Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick time, and holidays
Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Robust free training access through LinkedIn Learning plus professional conference opportunities.
Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin’s libraries and museums with staff ID card
Free rides on all UT shuttle and Austin CapMetro buses with staff ID card
For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.
For more information on the Maintenance Operations group, please visit: Visit the Facilities Operations and Maintenance Website
Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.
Security sensitive; Criminal background check conducted on selected applicant. Hiring decision is contingent on applicant clearing check. This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code §51.215. Applications will be reviewed online by the hiring department.
Purpose
To assist Zone Maintenance supervisor by performing administrative duties related to the work order management system, work order control, material purchases, and safety program.
Responsibilities
Perform administrative duties in work order management system (UT Works aka Asset Works) such as opening work orders, updating statuses, assisting with scheduling, entering labor and material charges, and closing work orders.
Utilize Microsoft Office software such as Word and Excel to enter and revise work order instructions and tasks, as well as track safety-related training and other items by creating and updating spreadsheets.
Correspond and coordinate with clients and other shops to coordinate work, and keep impacted personnel appraised of important issues such as building outages.
Serve as the client entry point for facilities related issues by receiving incoming phone calls, emails, faxes, and work requests.
Dispatch appropriate personnel to address emergencies and/or urgent issues when supervision is unavailable to perform this function. (Driving University owned vehicles to job sites may be required for this function.)
Required Qualifications
High school graduation or GED. Three years of experience with clerical functions including the following: providing customer service; experience using a PC; experience performing data entry; experience answering a multi-line telephone; experience with Microsoft Office; and experience in a service-oriented organization dealing with the public. Demonstrated excellent communication skills.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Bachelor's degree. More than three years clerical experience. Experience at the University of Texas or in a university setting. Experience in a service organization dealing with clients primarily via the telephone. Experience with computerized service request system. Experience in a maintenance shop environment. Demonstrated excellent communication skills. Demonstrated ability to take initiative and work with limited supervision. Demonstrated ability to provide quick response to clients in a sometimes stressful environment. Ability to pay attention to detail with a high level of accuracy.
Salary Range
$38,000 + depending on qualifications
Working Conditions
Environmental Demands:
Uniforms and/or personal protection equipment (furnished)
May work in all weather conditions
May work in extreme temperatures
May work around chemical fumes
May work around standard office conditions
May work around biohazards
May work around chemicals
May work around electrical and mechanical hazards
Physical Tasks:
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Climbing of stairs
Climbing of ladders
Lifting and moving
Additional Working Conditions:
This position and associated job duties have been designated as essential during extraordinary and emergency situations when the university is closed. Essential personnel must maintain contact with their supervisor and report to work as regularly scheduled unless directed otherwise.
Required to operate an electronic device such as an iPhone, iPad, or laptop/desktop computer to perform and fulfill time reporting and work management requirements. Work management requirements include receiving work assignments, updating work orders, and other functions as required.
Considerable walking, standing, squatting, stooping, and moving of heavy materials and equipment in all weather conditions.
May be exposed to loud noise, high dust and allergen levels.
May be required to lift up to 50lbs. Often required to twist, grasp, push, pull and bend.
May require tuberculosis screening and occasional use of a respirator.
May drive University vehicles. If driving University vehicles, must maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4.
Work Shift
40 hours a week, Monday-Friday with schedule to be determined with supervisor. Some overtime, evening, weekends, and holidays possible.
Required Materials
Resume/