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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