Administrative Associate/Travel Coordinator

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