Front Office Coordinator

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

As the new space age emerges, the Department of Aerospace Engineering and Engineering Mechanics at The University of Texas at Austin has the exciting opportunity to establish ourselves as the nucleus for technology development for new space and as the hub for the next generation of computational methods and data analytics for aerospace. This role has a high impact on our ability to seamlessly support our cutting-edge research and efforts in areas such as space engineering/science, aviation, robotics, computation, mechanics and more. At UT Aerospace, where our academic programs rank among the top 10 in the nation, the sky is not the limit!

UT Austin provides outstanding employee benefits and total rewards packages that include:

• 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

The purpose of the ASE Front Office Coordinator is to provide advanced frontoffice and administrative support for the daily operations of the ASE Department. This role delivers highquality customer service to ASE faculty, staff, and students while ensuring an efficient, professional, and welcoming office environment.

• Front Office- Manage the department's front reception area (9am - 4pm), sort incoming mail, greet and welcome visitors, answer multi-line telephone, provide information and resources to faculty, students, staff, and guests. Distribute and order parking passes for official visitors, order office supplies for department staff, and manage keys for locked department rooms. Assist with poster printing requests and copy requests. Scanning and archiving of departmental records, photographs, CIS surveys, etc. Manage department kitchen and supplies. Manage the Chair's calendar.

• Manage the department's shipping & receiving operations, ensuring quality customer service to all departmental constituents. Ensure proper handling of hazardous chemicals or materials. Create receipts within UT Market and keep an accurate inventory of received packages. Develop processes in collaboration with the department's procurement and payments team to ensure accurate billing. Work with vendors, Central Distribution Services, and delivery service companies to resolve shipping errors. Manage student workers supporting receiving.

• Serve as the department's inventory coordinator, including tagging new equipment, performing the annual inventory audit, completing the annual certification, and ensuring that the department's inventory records are accurate.

• Assist the Director with faculty reviews, peer teaching observations, promotion and tenure, faculty awards, and faculty recruiting.

• Assist department faculty, students and staff with outgoing shipments. Including preparing shipping labels, and scheduling pick-ups with carriers.

• Provide administrative support to the Department Chair and Director for special projects and initiatives. Provide administrative and logistical support for events as needed.

• Other related functions as assigned.

• Highschool diploma and 5 years of clerical experience.

• Customer service, or related experience.

• Excellent verbal and written communication skills.

• Proficiency with Microsoft Office programs

• Outstanding organizational skills, attentiveness to detail, and time-management skills.

• Demonstrated ability and willingness to work as a team member and independently.

• Ability to effectively manage a high volume of work.

Relevant education and experience may be substituted as appropriate.

• Bachelor's degree in a related field

• More than a year of experience as an Administrative Assistant

• Experience working in an academic environment

• Experience with University of Texas policies, procedures and administrative systems.

$45,000 + depending upon qualifications

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Lift and move standard office files and supplies.
• Wear appropriate office attire.
• Work hours may include occasional evenings, and weekends during peak periods to meet deadlines.

• Letter of interest
• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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 and 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.