Senior Administrative Associate
SEA 2.448

Building & Operations

• Space coordinator: renovations, office allocation, research space management, equipment maintenance, fire and safety, space audits, surplus removal,

• Building contact: keys, badge access, facilities requests, mail, eship global, coordinate deliveries

• Room reservations, classroom/conference/observation tech support, office telephones

• Docusign unit contact

Course Scheduler

• Support Associate Chair of Undergraduate Education on Course planning, scheduling, inventory and catalog edits

• Final exam scheduling

• Coordinate re-exams and proctoring.

Department Events

• Planning, developing and executing department events

• Entertainment purchasing, catering, payment processing

Seminar Coordinator

• room reservation, communications, scheduling and calendar invites, food ordering

• Visiting speaker support, schedule, travel, honorariums

Mayra Smith

Administrative Associate
tel: 512-232-0869

mayra.smith@austin.utexas.edu

SEA 2.448

Purchasing & Travel

• Understand and communicate travel & purchasing policies; develop procedures for the department

• Department purchasing including instructional supplies, office equipment and supplies

• Faculty/lab purchasing including software, tech, conference registration, professional memberships, subscriptions

• Faculty travel authorizations, travel reimbursements, travel cash advance

• Entertainment Reimbursements

• Department ProCard

• Department equipment inventory; tagging and annual certification

Graduate Program Support

• Grad student travel awards, travel authorization and reimbursements

Research Administration

• Participant incentives support (Tango, cash advance)

• Partner with lab personnel to support lab needs

Community Engagement and Special Projects

• Website and wiki updates; directories/contact info and email list-servs

• Hire, supervise & develop projects for workstudy student

• Break-room inventory; coffee

• Assist “Sunshine Committee” with department events and special projects as necessary

• Assist in identifying ways to streamline workflows and improve service and support

Graduate Program Administrator
512-471-5190
SEA 3.402

Graduate Program Administration

• First point of contact for grad student and grad program.

• Liaison between Grad Program and the Department, the Office of Graduate Studies, CNS, the International Office, HR

• Assist Associate Chair of Graduate Education and grad committees in scheduling, preparing, reporting for meetings, provide data requests

• Maintain grad student records, handbook, alumni database and placement

• Take lead in grad program events, grad student events, welcome/end of year parties

Academic Employment and Funding

• Process TA/GRA workday appointments, tuition payments, fellowships/awards

• TA assignments, expectations and evaluations forms

• Student annual endowment letters

Admissions and Recruitment Coordination

• First point of contact for prospective students, work closely with grad admissions and recruitment committees

• Develop and organize campus visit events and handle associated paperwork, purchasing, reimbursements

Naomi Tokunaga

Student Office Assistant
nt9465@my.utexas.edu

SEA 1.432

Office and Departmental Support

• Assist administrators with purchasing including instructional supplies, office equipment and supplies; and monthly reconciliation processes

• Mail collection and distribution

• Provide general office support to department faculty and staff

• Office supplies inventory management

• Assist with department equipment inventory; tagging and annual certification process

• Break-room inventory; coffee

Community Engagement and Special Projects

• Assist “Sunshine Committee” with department events and special projects as necessary

• Website and wiki updates; directories/contact info and email list-servs