Administrative Associate

About the role

Serve as primary assistant to the Director and Advisory Council of the Native American and Indigenous Studies Program (NAIS). Provide professional administrative services for NAIS in the areas of finance, communication, event planning, record-keeping, office management, development, and the coordination of academic programs.

Responsibilities

• Coordinate with the College of Liberal Arts Centralized Business Services (CBS) team to process all NAIS administrative paperwork, including vendor payments, travel documents and reimbursements.
• Maintain and organize files by properly managing all necessary paperwork and correspondence.
• Organize and update files related to the NAIS Graduate Portfolio, NAIS Undergraduate Certificate, and the Race, Indigeneity and Migration (RIM) major.
• Aid faculty in collaborating with the Office of Admissions for the recruitment of Native American and Indigenous prospective high school students, with a special focus on Texas and the Southwest.
• Edit NAIS brochures and materials for print.
• Arrange contracts and services for printing NAIS materials.
• Maintain and upkeep NAIS office infrastructural resources, including scanner, printer, and computers, as well as needed supplies.
• Reassess leasing contracts to best fulfill departments needs and budgetary limitations with new vendors and contracts.
• Maintain communication with COLA administration and Technology Services.
• Manage the administration of the budget.
• Aid in development initiatives (fundraising; communication with donors; monitoring of endowments).
• Monitor NAIS email daily - responding promptly to urgent matters and requesting assistance from Director in drafting responses on critical issues.
• Edit and update NAIS webpage and email lists, communicating and coordinating with other UT academic units and offices, as well as NAIS student organizations and community organizations.
• Attend NAIS staff meetings and other meetings of strategic interest for the program.
• Process all international visa packets for internal and visiting professors and scholars, working with the departmental liaison for the International Office to help settle visiting scholars and researchers.
• Ensure proper and successful payment of all visitors, domestic and international, by working closely with UT Office of Accounting and the International Office.
• Serve in handling NAIS special projects and initiatives, including coordination of events, travel, reservations, and catering.
• Create and update a calendar of NAIS activities.
• Publicize NAIS events through the website, NAIS listservs, UT calendars, social media, and printed flyers.
• Serve as graduate coordinator for NAIS Undergraduate Certificate and Graduate Portfolio Programs.
• Advise students as needed.
• Aid in graduate workshops and colloquia.

Requirements

• Bachelor's degree in field related to work to be performed and at least one year experience at the Administrative Assistant level.
• Excellent and demonstrated oral and written communication skills, organizational skills, and attention to detail.
• Professional demeanor.
• Ability to maintain punctual, dependable hours on a regular basis.
• Ability to accurately complete projects and meet deadlines without excessive oversight.
• Experience working successfully with a varying population of students, faculty, and visitors.

Qualifications

• Advanced degree in field related to work to be performed.
• More than one year of administrative experience.
• Familiarity with university policies and procedures.
• Some level of proficiency in Spanish.
• Experience in event planning, student advising, financial management, publicity, and/or community engagement.

Skills

• Proficiency in Microsoft Office Suite.
• Event planning and coordination.
• Student advising.
• Financial management.
• Publicity and marketing.
• Community engagement.

Benefits

The university offers an impressive benefits package, including:

• Health insurance.
• Dental insurance.
• Vision insurance.
• Paid time off.
• Flexible spending accounts.
• Retirement plan.

Pay

$52,500 + depending on qualifications

Schedule

Typical office environment. Occasional weekend and evening work as required by events.