Administrative Associate/Travel Coordinator
Seminar, Conference, Faculty Travel, and Event Coordinator
Administrative Associate/Travel Coordinator:
Preparation of Seminars for the Department, (3-5 speakers weekly):
- Contact with Faculty Host and guest speaker
- Coordinate hotel reservations, flight and ground transportation
- Coordinate guest list and daily schedule of meetings
- Work with speakers if there is any special needs (computer, projector, etc.)
- Reimburse each visitor for their travel expenses that incurred during the trip after their visit. VE5, VP5, PIF, GGV, VP2.
- Reimburse faculty members for luncheons and dinners, VPE.
Conferences (3-5 annually):
- Meet with faculty host for the Conference and arrange venue, meals, refreshments, for the Conference
- Make travel arrangement for each attendee (usually 20 per conference), same coordination as the seminars
- Make transportation for participants on Conference Day
- Coordinate Conference schedule and make arrangements for equipment
- After the conference, reimburse each attendee's claims on the travel expenses
- Bill and Collect payment from other Co-organizers
Recruitment Seminar (25-30 annually):
- Establish with Chairman and EA a schedule of Candidates
- Contact the Candidate, Coordinate hotel reservations, flight and ground transportation
- Coordinate guest list, executive committee members interviews and daily schedule of meetings
- Make appointments with Dean's office and other Dept/Centers of interest
- Work with speakers if there is any special needs (computer, projector, etc.)
- Reimburse each visitor for their travel expenses that incurred during the trip after their visit. PIF, GGV, VP2.
- Reimburse faculty members for luncheons and dinners, VPE.
Faculty members' travel:
- Reimburse each faculty members after their travel – VP5 including domestic and foreign travel.
Lunch seminar: (1-3 per week)
- Communicate with faculty members and lunch seminar speakers
Commencement Ceremony:
- Serve as Commencement Directory for the department's Ceremony
- Arrange and conduct meetings with the organizing committee, volunteers, ECO staff, faculty and others involved.
- Coordinate guest speaker's travel arrangement (duties similar to coordinating a seminar)
- Recruit volunteers from within Economics and Liberal Arts departments
- Work with the Chairman, Executive Assistant, faculty members, staff, volunteers, and staff of the Gregory Gym to assure all areas covered from check-in to reception
- Final meetings, check-list and preparation
Other duties as required:
- Provide general service to faculty, staff and students as called upon and on a daily basis.
- Serve as a back-up to the front desk and work with staff on other projects and tasks.
- Other miscellaneous duties as assigned by Administrative Manager
- Follow-up after projects
Required Qualifications
- Bachelor's Degree.
- One year of experience with clerical function.
- Excellent written and interpersonal communication skills.
- Ability to utilize sound judgment, discretion and maintain confidentiality. Proficient knowledge of word processing and spreadsheets i.e.: Microsoft word, Excel, Outlook.
- Excellent customer service.
- Organized, detail oriented and accurate. Handle sensitive and confidential information appropriately.
- Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
- 3 or more years of operational experience in catering and/or event coordination.
- Experience in higher education.
- One year of experience making complex administrative decisions.
- Excellent understanding of higher education at a large public university. Experience working at the University of Texas. Basic knowledge of working in define and workday.
- Experience working with varied communities
Salary Range
$55,000 + depending on qualifications
Working Conditions
Typical office environment.
Work Shift
Monday – Friday, 8AM – 5PM. Work hours and schedule may vary to include nights and weekends based on business, event, and catering needs.
Required Materials
- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest