Job Information
UNIVERSITY OF TEXAS AT AUSTIN Front Desk Administrative Associate for College of Fine Arts Dean's Office in Austin, Texas
Front Desk Management: Greet and guide a wide-range of visitors including students, staff, faculty, prospective students, public guests, and donors. Answer and route calls and emails for the College of Fine Arts Deans Office. Review, log, and distribute incoming mail promptly and accurately. Facilitate routine Deans Office paperwork and requests. Oversees package delivery, logs package delivery info and informs recipients of delivery status, manages package pick up process. Respond to requests from College of Fine Arts staff promptly and thoroughly and maintain professionalism while fielding interruptions.Office Management:Serve as office manager for Dean's Office suite, to include managing supplies and equipment for water, copier, shredder, office, and kitchen. Manage Deans Office Suite common spaces, which includes the Deans Office conference room, kitchen area, and front desk reception area. Management of these spaces includes setting up and cleaning the spaces (e.g., Deans Office coffee machine, kitchen clean up, conference room clean up). Manages the Deans Office parking passes, which includes validations (chaser tickets) and temporary dashboard passes. Oversees UTDRIVERS, ensuring training and compliance. Assist deans office staff with space access issues (office lockouts, providing access to spaces via use of master keys).Assistant to the Dean Support: Provide back-up support to Assistant to the Dean by confirming appointments and assisting in scheduling Dean's appointments as needed. Provide support to Dean in absence of the Assistant.Student Employee Supervision: Manages front desk student employee life-cycle. Includes recruiting, hiring, onboarding and offboarding, training, work-flow, promotion and appraisals. Communicate policies and procedures to students clearly and effectively. Craft student supervisor feedback sessions and professional development. Delegate office management and administrative support tasks to student employee support, as appropriate.Administrative Support: Provide additional administrative support to business teams within the deans office, as needed, including Deans Executive Assistant, Business Affairs,Development, Communications and Human Resources. Work may range from finite projects needing surge support where the existing staff on a given team need extra support to ongoing projects that have a lower administrative demand, but require coordination. Provide Administrative Support to the Associate Dean of Graduate Education and Academic Affairs and to the Early Career Fellows.Office Events: Plan events, as needed,on behalf of the College of Fine Arts deans office, Business Affairs, the Associate Dean of Graduate Education and Academic Affairs, and/or the Early Career Fellows.Past examples include employee departures, holiday luncheons, lunch meetings, coffee service for select meetings, and student worker appreciation events (semesterly). Planning includes budget, space, vendors/catering contracts. Organize special events for Deans Office staff- create invites, manage guest lists, coordinate logistics (including contracts) with vendors, caterers, and facilities. Work closely with accounting team to process before and after payment requests for events.Other duties as assigned