Job Information
UNIVERSITY OF TEXAS AT AUSTIN College of Natural Sciences Career Services Office Manager in Austin, Texas
Manage physical space and front desk students for both Career Services and Health Professions offices with training input from Health Professions. Train and supervise student workers in providing excellent customer service, which includes assisting all office visitors, answering phone calls, scheduling student appointments, answering general questions about services provided. Maintain the Career Services office email. Physical space management includes scheduling maintenance, computer hardware and office equipment needs/repairs.Prepare purchasing requests, to include vendor bids, purchase orders, and education contracts in compliance with university standards. Perform accuracy checks for error-free preparation. Order suite supplies and confirm and record receipt. Maintain records and files of all purchase requisitions, invoices, and relevant documentation, including warranties and licenses. Maintain Excel spreadsheets. Properly file and store all records in secure online system. Maintain inventory of equipment and relay relevant information to appropriate inventory offices.Collaborate with Career Services team on event planning and execution. Request vendor bids, prepare business contract forms, collaborate with the Career Services office team and Business Contracts and Purchasing for all service contracts required for events. Serve as the point of contact for service contractors. Prepare and submit approval forms for contracts, purchases, and events. Proactively maintain current knowledge of purchasing and related policies. Following events and purchases, provide necessary documentation for final payment. Receive and record career fair and on-campus interview payments, create and make deposits, and follow purchases and payments until final recording. Maintain and provide support to the Career Services director in forecasting, actively setting and monitoring event expenses, creating income/expense reports and assisting the director with the overall tracking of income and expenses.Responsible for proactively maintaining current knowledge of Procurement card responsibilities, procedures, policies, and guidelines including record keeping and reconciliation. Prepare and process travel requests and reimbursements for processing and approval.Collaborate with the director on submission and tracking of affiliation agreements with other institutions for student internships and experiential learning experiences. Other duties as assigned, including supporting special projects and staffing events within CNS.
