Administrative Assistant- Faculty Events

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

The Linguistics Department is experiencing rapid growth, leading to an increased demand for event support, especially for faculty-hosted events, including guest speaker engagements. To effectively support these expanding activities, we require an Administrative Assistant dedicated to managing event-related tasks. This position will be responsible for handling all logistical and administrative aspects of hosting events, ensuring seamless coordination and execution.

This position will serve as a primary administrator for department events, primarily faculty-hosted, ensuring excellence through efficient administrative support, outstanding customer service, and seamless collaboration with internal and external stakeholders. Additionally, this individual will work on other projects as needed or during periods when no events are scheduled.

• Provide logistical support for events, initiating and executing work orders.

• Serve as the primary contact for event reservations, including conference room bookings, schedule coordination, program details, and ordering event-related supplies.

• Coordinate all travel arrangements for guest speakers and any UT funded guests, including hotel bookings, correspondence, follow-up, travel arrangements, and reimbursement documentation. Serve as the primary point of contact for guest speaker needs during their visit.

• Oversee event catering, placing food orders, ensuring accuracy and timely delivery, setup of event spaces, post-event clean up, ensuring conference rooms are cleaned and reset in accordance with the UT conference room reservation policy.

• Initiate and oversee visiting scholar requests; work with the department manager on contracts and space allocation.

• Process all event-related payments, invoices, and reimbursements promptly and accurately.

• Collect and compile all the accounts for each event, collaborating with the department manager to track expenses, reconcile accounts, and ensure all billing is finalized before the end of the fiscal year.

• Provide support for Linguistics Research Center (LRC) events as needed.

• Perform other administrative duties as assigned.

• High School Diploma and/or GED.

• At least three years of administrative work experience.

• Some experience in event planning/coordination.

• Excellent customer service, time management and organizational skills.

• Adherence to professional dress standards appropriate for events and in accordance with departmental guidelines.

• Professional demeanor and sound judgment in dealing with others of varying backgrounds and personalities.

• Proficiency in computer applications including Microsoft Office Suite and Adobe.

• Demonstrated success in being detail-oriented and managing multiple projects and administrative tasks simultaneously.

• Ability to advise and communicate accurate information efficiently under pressure and with frequent interruptions.

• Ability to step in and provide support when needed to meet department deadlines.

Relevant education and experience may be substituted as appropriate.

• Bachelor's degree.

• Two years of administrative work experience, especially in event planning.

• Self-starter professional who takes initiative, works with minimal supervision, begins projects independently, and works well individually and on a team.

• Experience with UT systems and policies.

• Experience working with faculty.

$15,600+ annual salarydepending on qualifications(prorated amount based on 15 hours per week)

• Repetitive use of keyboard at workstation

• Exposure to standard office conditions

• May work evenings and weekends, depending on the scheduled event

• In office position, 15 hours per week, schedule can be discussed based on needs.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for 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 that ALL Required 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.