Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Associate in AUSTIN, Texas
Perform administrative functions at front desk, including processing check-in and check-outs, file paperwork, creating reports, submitting IT, maintenance, door access, and HR tickets. Oversee the process of mail/package delivery and distribution for the front desk; Coordinate and correspond with the Administrative Assistant for Residential Mail about any delivery issues and work with them to resolve; Create a monthly report of packages received, sorted by delivery vendor. Perform key control and oversee key audits at front desk, including both physical keys and key fobs. Respond to incidents and security issues by following emergency procedure protocols. Write professional correspondence and reports. Draft and send messages for communication to residents regarding maintenance projects, inclement weather, and other related information from area or University Housing and Dining (UHD). Order and inventory office supplies, manage copy machine upkeep. Process procurement card paperwork and purchase orders. Assist with Fire and Life Safety documentation. Complete data analysis and assessment for East Campus Graduate Apartments. Serve as front office receptionist, answer phones, respond to emails and manage requests for information in person. Assist with apartment and building tours. Provide diplomatic and supportive customer service. Exercise a high degree of initiative and judgment. Provide information about University policies and procedures to residents and guests. Promote a positive image of the apartment complexes. Ensure a neat, professional, and welcoming appearance at the desk and lobby. Check out supplies to residents. Submit maintenance request forms as needed; Replace/create signage; Assess and respond to the administrative needs in the area. Update supervisor on maintenance and customer trends. Assist with the selection, training, and scheduling of Desk Assistants within building complex. Provide oversight for Desk Assistants within building complex, including, but not limited to, monitoring quality of desk operations, approving time records and adjusting staff assignments to meet the daily operational needs of the desk. Assist Complex Coordinator and other professional staff members with the successful management of the apartment community. Seek opportunities for development in all areas of performance with assistance from supervisor. Attend Residence Life all staff meetings and Apartments team meetings. Represent Residence Life on committees and task force including but not limited to: Special work groups related to Star Rez, Roompact, other internal software systems, and departmental committees. Drive UT vehicle to pick up materials and other errands. Perform other duties as assigned by the supervisor. Maintain an acceptable driving record throughout employment.
