The Administrative Associate V is responsible for providing administrative support to the Special Events Unit specifically responsible for the coordination of parking and transportation services for visitors, special events and conferences, as well as RV parking. Prepares billing and monthly income reports. Provides backup to other functions within the unit.
Required Education and Experience:
•High School graduation or any equivalent combination of education and experience.
•Five years of related experience in general office or clerical work.
•Valid driver license. Must be able to obtain State of Texas class "C" vehicle driver license within 30 days of employment.
Required Knowledge, Skills and Abilities:
•Working knowledge of spreadsheet and word processing software programs. Keyboarding skills.
•Interpersonal and communication skills.
•Ability to multi-task and work cooperatively with others.
•Ability to identify work priorities; good organization and time management skills; adept at written and oral communication; customer-service oriented.
•Required to work some nights, weekends and holidays.
Preferred Education and Experience:
•Nine years of experience in general office or clerical work, including previous supervisory experience. Working knowledge of the University and facilities.
•Certified Administrative Professional (CAP)
•Coordinates daily visitor parking requests for departments and organizations. Makes arrangements for all guests on campus. Prepares parking credentials as applicable. Ensures the permits are entered into the system to bill customers appropriately. Attends meetings with customers to facilitate the coordination of these services.
• First contact with coordinators of visiting dignitaries, special events and conferences. Attends meetings to determine the most efficient and economical options based upon the customer s needs. Coordinates these parking and transportation services for these events with organizers, Transportation Services staff, including parking garages, and other university support departments; plus providing information about transit resources. Resolves complex issues related to the coordination of these services. Responsible for the billing of these services. Coordinates with communications team to relay information regarding scheduled reservations/events. Makes recommendations for cost effective parking/transportation packages and for process improvements. Compiles data to prepare correspondence, forms, reports or other documents. Assists in the development and implementation of specific parking and transportation plans to meet the needs of special events, conferences, visiting dignitaries, etc. Attends meetings are required. Responsible for coordinating the arrangements for fun runs as it relates to routes, parking control devices, etc. Responsible for creating/updating forms, checking equipment in/out and billing through the system. Meets with customers to determine needs and approve requests. Communicates plans and coordinates resources needed to various units within the department.
•Responsible for coordinating RV reservations for campus. First point of contact for customers in making reservations, as well as providing information on the amenities related to RV parking on campus. Responsible for the billing of RV reservations and answering related questions from customers. Maintains calendar for reservations of events and RVs at multiple locations throughout campus. During football season, the number of RV lots increases to seven. Makes any needed changes to customer information and/or reservations. Responsible for preparing permits and mailing them to customers. Communicates maintenance needs for the park.
•Responsible for weekly billing for services provided. Enters permits into system for tracking and billing purposes. Completes, tracks and distributes all necessary paperwork and billing documents for parking credentials.
•Serves as back up to other members of the unit during absences. Attends meetings for the manager in her absence or when multiple meetings occur at one time. Responsible for supervision of staff during special events when needed. This includes home football games. Serves on departmental committees.