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Career Services Office Manager, College of Natural Sciences

Company: University of Texas at Austin
Location: Austin
Posted on: January 27, 2023

Job Description:

Job Posting Title:Career Services Office Manager, College of Natural Sciences----Hiring Department:College of Natural Sciences----Position Open To:All Applicants----Weekly Scheduled Hours:40----FLSA Status:Non-Exempt----Earliest Start Date:Immediately----Position Duration:Expected to Continue----Location:AUSTIN, TX----Job Details:General NotesMust be eligible to work in the US on a full-time basis for any employer without sponsorship.PurposeProvide administrative support for the College of Natural Sciences (CNS) Career Services office through the responsible management of departmental services and processes associated with business services, events, and customer service to students, staff, faculty and employers. Ensure that the valuesof Career Services and Undergraduate Education are incorporated into business processes, including student-centeredness, diversity, equity, and inclusion.Responsibilities

  • 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 to CNS Business Services 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, budgeting, actively setting and monitoring event expenses, creating income/expense reports and assisting the director with the overall tracking of income and expenses.
  • Co-manage physical space and front desk students for both Career Services and Health Professions offices with the Health Professions administrative associate. 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. Demonstrate inclusive practices for customer service support. Physical space management includes scheduling maintenance, computer hardware and office equipment needs/repairs. Create agendas for staff meetings and manage appointments for employers.
  • 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 (UT Box). Maintain inventory of equipment and relay relevant information to appropriate inventory offices.
  • Responsible for proactively maintaining current knowledge of Procurement card responsibilities, procedures, policies and guidelines including recordkeeping and reconciliation. Prepare and process travel requests reimbursements and submission to the CNS Business Services office for processing.
  • Collaborate with the director on submission and tracking of affiliation agreements with other institutions for student internships and experiential learning experiences. Coordinate student application reviews for underfunded experiential learning opportunities.
  • Collaboration with other CNS Business Services staff. Other duties as assigned.Required QualificationsHigh School graduation or GED and five years of clerical experience, or Bachelor's degree and one year of experience with relevant administrative responsibilities. Attention to detail and time management. Excellent interpersonal and written communication skills and professional demeanor. Ability to work independently and on a team. Experience balancing multiple priorities and working in an environment with frequent interruptions. Ability to follow directions, learn new processes, and lead without direct authority. Experience with and personal ownership in risk assessment and complex administrative decisions. Demonstrated experience with problem solving, proactively researching and understanding all policies and duties related to the position. Demonstrated knowledge of budgets. Proficiency with Microsoft Excel. Relevant education and experience may be substituted where appropriate.Relevant education and experience may be substituted as appropriate.Preferred QualificationsEvent management experience. Large, client-centered office management and/or customer service experience. Tracking expenditures and payments, and timely completion of business/financial reports.Salary Range$45,000Working Conditions
    • May work around standard office conditions
    • Repetitive use of a keyboard at a workstation
    • Seasonal all-day and evening eventsRequired Materials
      • Resume/CV
      • 3 work references with their contact information; at least one reference should be from a supervisor
      • Letter of interestImportantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.----Employment Eligibility:Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.----Retirement Plan Eligibility:The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.----Background Checks:A criminal history background check will be required for finalist(s) under consideration for this position.----Equal Opportunity Employer:The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.----Pay Transparency:The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.----Employment Eligibility Verification:If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.----E-Verify:The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
        • E-Verify Poster (English) [PDF]
        • E-Verify Poster (Spanish) [PDF]
        • Right To Work Poster (English) [PDF]
        • Right To Work Poster (Spanish) [PDF]----Compliance:Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Keywords: University of Texas at Austin, Austin , Career Services Office Manager, College of Natural Sciences, Administration, Clerical , Austin, Texas

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