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Assistant to the Director

Company: University of Texas at Austin
Location: Austin
Posted on: February 15, 2020

Job Description:

Assistant to the Director * --- Hiring_Department College of Fine Arts * --- Position_Open_To All Applicants * --- Weekly_Scheduled_Hours 20 * --- FLSA_Status Non-Exempt * --- Earliest_Start_Date Immediately * --- Position_Duration Expected to Continue * --- Location: UT MAIN CAMPUS * --- Job_Description Provides administrative support to the director, the associate director, and the assistant director of development for Landmarks. Provides administrative assistance in the development office, from gift tracking and mailings to lending event support. * --- Job_Details General Notes The College of Fine Arts and Landmarks welcomes and respects all individuals and communities by valuing and consciously maintaining awareness of diverse perspectives and experiences. We believe inclusivity is critical to fostering excellence in all of our endeavors, and we promote diversity in our recruiting, hiring and retention practices. This position is salaried, 20 hours per week, between 8 am and 5 pm, Monday - Friday; occasional nights and weekends. Responsibilities Director Assistance: Provide daily administrative support to the director, the deputy director, and the assistant director of development for Landmarks. Manage multiple calendars and schedules, arrange appointments, ensure tasks reach full completion. Track, update, and provide director contact reminders. Coordinate travel arrangements and reimbursements. Coordinate meeting logistics, including preparing the site with audio/visual set ups and coffee and snacks as needed. Preparing correspondence, agendas, reports, presentations and other materials as needed. Development Assistance: Assist in donor communications. Prepare mailings that include, but are not limited to, newsletters, reports, thank you letters, tote bags, and handbooks. Maintain donor information in the VIP donor database, updating contact information and recording contact reports as needed. Schedule and manage communications, track RSVPs and set-up for executive/development- related tours and events (such as Skyspace viewings and Advisory Council tours). Manage development-related mailing and event lists. Provide administrative assistance with fundraising campaigns as needed. Required_Qualifications * Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience. * Strong oral and written communication skills- Communicates well downward, upward, and outward. Maintains focus on the topic at hand and adapts documents and presentations for the intended audience. Is able to reviews others' writing or presentations and provide feedback. * Able to track and follow up on numerous details with ease, while balancing speed and accuracy. Able to gauge the impact and cost of errors, omissions, and oversights. * Able to work well with others and contribute to a team environment. Effectively navigates formal and informal communication and decision- making channels. * Regular to extensive experience using Microsoft Office Suite, especially Excel. Demonstrated outstanding prioritization and organizational skills, able to manage multiple projects and analyze situations to reach productive decisions based on informed judgment. * Work with integrity and professionalism. Relevant education and experience may be substituted as appropriate. Preferred_Qualifications * Four or more years of experience at the Development or Administrative Assistant level, or equivalent. Background in the visual arts or development. * Experience managing an executive's schedule. * Experience working in a large, complex enterprise including but not limited to a comparable research university or a large health-care and/or non-profit organization. * Working knowledge of UT Austin's policies and procedures. * Experience with UT's VIP donor database and DEFINE system. Driving Required This position will make deliveries around the Austin-metro area when necessary and requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing). Salary Range $20,000 annually + depending on qualifications. Salary is based on 20 hours per week. Working Conditions * Typical Office Environment. * Repetitive use of keyboard. * Climbing of stairs * Lifting and moving up to 50 lbs. Work Shift * 20 hours per week between 8am and 5pm, Monday - Friday; occasional nights and weekends. Required Materials * 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. * --- 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

Keywords: University of Texas at Austin, Austin , Assistant to the Director, Executive , Austin, Texas

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