Reporting to the Administrative Services Manager in the Office of the Dean for the Tickle College of Engineering, the Administrative Associate will serve as the primary support to the Director of Engineering Fundamentals and the daily office operations and events for the engage™ Engineering Fundamentals Program, consisting of faculty, staff, graduate and undergraduate students. This position will provide support as the initial contact to answer questions for faculty, students, visitors, parents, and walk-ins to the main office. The position provides day-to-day administrative, financial, and personnel functions as well as providing procedural guidance as needed. This position support duties are but not limited to answering calls, monitor the departmental email inbox, assist with upkeep of records, create agendas, order and maintain inventory of office and classroom supplies, create maintenance orders, request access for students/faculty, provide calendaring support, plan and prepare successful events such as staff retreats, conferences, and Fall Graduate Teaching program events, updating files to assist with budget maintenance, student time keeping, scheduling student registration and overrides, course management, travel arrangements, and enter financial transactions for the department. This position will also work with other offices within TCE to collaborate and ensure compliance with fiscal and human resources functions are carried out to support the unit.

• Manages all office support functions for EFP at the front desk
• Responsible for all purchasing activities within EFP
• Administrative support for EFP including monitoring departmental email, maintaining and monitoring calendars, websites, etc.
• Prepares meeting agendas and other departmental communications
• EFP travel support
• Requests and monitors access to building and classrooms
• Assists with updates and monitors prepared budget and accounts
• Plans, organizes, and executes EFP special events

REQUIRED QUALIFICATIONS

Education: Highschool diploma
Experience: High school diploma and three years’ experience coordinating or managing a large office or an associate’s degree with one year of experience coordinating or managing a large office. Experience gained as a student, volunteer or professional will be considered.

KNOWLEDGE, SKILLS, ABILITIES:

• Ability to work independently and as a member of a team, and maintain confidentiality
• Ability to take initiative and work proactively
• Excellent written and verbal communication skills
• Exemplary organizational skills and keen attention to detail
• Flexible and adaptable, especially with new technologies and office processes
• Dependable
• Ability to interact with a diverse group of individuals
• Good customer service skills
• Must be able to multi-task
• Proficient in Microsoft Office 365, MS Teams, Acrobat (Word, Excel, PowerPoint, OneDrive)
• Ability to learn and use a variety of software systems
• Knowledge of general expense reporting policiesProfessional in attitude and appearance

PREFERRED QUALIFICATIONS

Education: Bachelor’s degree in business, human resources, or related field
Experience: Experience in higher education, event planning, experience in higher education and/or experience with students, knowledge of curriculum management and program requirements, and/or Certified Administrative Professional certification.

KNOWLEDGE, SKILLS, ABILITIES:

• Working knowledge of the following systems: BANNER, Canvas, DASH, Adobe Acrobat Pro, Slate, Qualtrics, Programs for Minors, 25Live, Fleet Online Reservations, CaterTrax (UT Catering), Zoom, Docusign, Microsoft file systems (SharePoint/OneDrive)
• Familiarity with designing surveys using Microsoft Forms, Qualtrics, Survey Monkey or equivalentExperience with UT systems, policies, and procedures

• Manages all office support functions for EFP at the front desk
• Responsible for all purchasing activities within EFP
• Administrative support for EFP including monitoring departmental email, maintaining and monitoring calendars, websites, etc.
• Prepares meeting agendas and other departmental communications
• EFP travel support
• Requests and monitors access to building and classrooms
• Assists with updates and monitors prepared budget and accounts
• Plans, organizes, and executes EFP special event