Large-Scale Events Student Administrative Manager

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Job Posting Title:

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Hiring Department:

University Housing and Dining

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

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FLSA Status:

To Be Determined at Offer

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Earliest Start Date:

Ongoing

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

The Large-Scale Events Student Administrative Manager will provide direct support to management and student staff. The Large-Scale Events Student Administrative Manager leads students in the planning and execution of university events and related activities, including maintaining inventory and inventory records. Responsibilities include coordinating event logistics, managing communications with student staff, and directing students in setup and teardown of events. This role requires leadership experience, strong organizational skills, attention to detail, and the ability to work collaboratively with University of Texas and non-University of Texas stakeholders.

Responsibilities

Administrative:

Oversee student hiring, training, and scheduling.
Interview candidates, submit hiring requests, track HR personnel tickets, and provide assistance to student job candidates.
Schedule and conduct orientation for new Large-Scale Events hires. This includes touring operations, dispensing uniforms, documenting work availability, activating work email addresses, explaining Banquet Event Orders (BEOs), and providing guidance on policies and procedures.
Assign scheduling of student staff in Microsoft Teams and serve as point of contact for call-outs, and relay this information to management.
Communicate daily with management and relay scheduling needs and policy/procedural changes to student staff in a timely manner.
Provide direct vendor support (communications, point of contact, etc.).
Direct student staff in inventory of equipment and stock on a monthly basis.
Perform data entry in daily use software i.e., Microsoft Excel, Spoonfed, Microsoft Outlook & Teams.
Interpret and relay highly detailed assignments to student teams via Teams, emails, phone calls, or text messages.
Maintain the UT Box for Large-Scale Events area.

Departmental Outreach:

Assist manager in producing UHD updates and News You Can Use articles.
Schedule and attend meetings with UHD partners (Forty Acres Catering, UHD Marketing, etc.) for event needs.

Required Qualifications

Must have at least one semester as a Large-Scale Events Associate at the University of Texas at Austin.
Basic computer skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook) to manage spreadsheets, create documents, and send emails.
Communication skills: Ability to interact effectively with clients, staff, and vendors both verbally and in writing.
Organizational skills: Capability to manage multiple tasks simultaneously and prioritize deadlines effectively.
Attention to detail: Ability to maintain accurate records and ensure all catering details are properly executed.
Customer service skills: Willingness to provide excellent customer service to clients and address inquiries promptly.

Compensation

$15.00 per hour

Working Conditions

Tasks involve climbing stairs, bending, stooping, kneeling, and lifting up to 50 pounds. You will be trained in and expected to use safe lifting and transport techniques.

Career Competencies

Develop systems for scheduling and inventory to continuously improve operations.
Design internal materials in multiple communication mediums for training and communication.
Strategic planning for short- and long-term goals.
Articulate effectively in graphic, written, and verbal forms for environments inside and outside of the organization.

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Employment Eligibility:

Please make sure you meet all the required qualifications and you can perform all of the essential functions with or without a reasonable accommodation.

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Retirement Plan Eligibility:

Students in this position may choose to enroll in the UTSaver voluntary retirement programs.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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 and Spanish) [PDF]
Right to Work Poster (English) [PDF]
Right to Work Poster (Spanish) [PDF]

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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.