The University of Texas at Austin
Student Programs Assistant
Job Posting Title:

Student Programs Assistant




Hiring Department:

Clements Center for National Security




Position Open To:

All Applicants




Weekly Scheduled Hours:

40




FLSA Status:

Non-Exempt




Earliest Start Date:

Immediately




Position Duration:

Expected to Continue Until Apr 18, 2025




Location:

UT MAIN CAMPUS




Job Details:

Purpose

The Clements Center for National Security seeks a dynamic and enthusiastic individual to join our team as a Student Programs Assistant. This role provides valuable support in planning, organizing, and executing a wide range of activities aimed at enhancing the student experience. The ideal candidate will be highly organized, possess excellent communication skills, and have a passion for engaging with students to create memorable experiences and elevate educational opportunities in the field of National Security. The Student Programs Assistant is responsible for event coordination, administrative support, marketing and promotion, student engagement, logistics management, collaboration with campus departments, and finance administration in relation to program expenditures.

General Notes

This position is a 12-month assignment in the Clements Center for National Security with the possibility of extension. This position reports to the Senior Administrative Program Coordinator on the student programs team. Must be authorized to work in the U.S. on a full-time basis for any employer.

Responsibilities:

Supports all facets of Clements Center events, conferences, student programs and other projects as assigned.Provides administrative and logistical support for the student program team, including basic accounting (processing expense receipts and payment vouchers), travel management, application management, purchasing, coordinating catering and facilities, as well as event marketing. Maintains departmental records related to these functions.Coordinates with partner organizations such as the Strauss Center, the Intelligence Studies Project, and the America in the World Consortium for co-sponsored events.Develops customer relationships with event audience members to improve the execution of events and elevate the reputation of the Center. Prepares promotional materials for events using InDesign and other Adobe and Microsoft software.Assists with the planning of faculty-led study abroad programs.Assists with planning and executing professional development workshops, off-site events in Fredericksburg, San Antonio, and Gettysburg-DC, and student-centered events for career exploration in national security to include but not limited to the intelligence community, the military (e.g. ROTC), and Department of State (leveraging the Diplomat in Residence for the Texas region) and other Clements Center programs. Under the guidance of the Associate Director and the Assistant Director, receives in-person guests and visitors, and provides general hospitality. Provides administrative support including, but not limited, to answering phones, ordering supplies, maintaining records and files, making copies/scanning documents, and other general office support as needed. Other related functions as assigned. 


Required Qualifications

Bachelor's degree.Experience providing customer service and administrative support. Excellent communication, interpersonal, and organizational skills. Demonstrated ability to handle multiple tasks in a fast-paced environment with minimal supervision. A professional demeanor, punctuality, reliability, attention to detail, and accuracy are essential. Ability to adapt to changing work environments and willingness to learn quickly. 


Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience using Adobe Creative software (InDesign in particular, Photoshop or Lightroom a plus).Experience using Microsoft Office software, familiarity with Excel or Google Sheets.Demonstrated excellent written, and verbal communication skills.Experience at the University of Texas at Austin at plus.Background or interest in history and national security policy a plus. 


Salary Range

$50,000 + depending on qualifications

Working Conditions

This position is based in Austin, TX on the UT Main Campus. This position is not eligible for remote work.May work around standard office conditions.Repetitive use of a keyboard at a workstation.Some nights and weekends required for special events.Domestic and international travel may be required for up to 4 weeks per year. 


Required Materials

Resume/CV2-3 work references with their contact information; at least one reference should be from a supervisorLetter 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 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.




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) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]


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.
Austin, TX