Fleet Administrative Specialist

Fleet Administrative Specialist Parking and Transportation Services (PTS) provides the campus access, mobility, and services through policies that are customer focused, environmentally friendly, and economically sound. Your skills will make a difference. You'll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of University Business Services (UBS) staff, thereby enhancing the student experience. If you're the type of person that wants to know your work has meaning and impact, you'll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to: Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) Voluntary Vision, Dental, Life, and Disability insurance options Generous paid vacation, sick time, and holidays Teachers Retirement System of Texas, a defined benefit retirement plan, with 8.25% employer matching funds Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) Flexible spending account options for medical and childcare expenses Robust free training access through LinkedIn Learning plus professional conference opportunities Expansive employee discount program including athletic tickets Free access to UT Austin's libraries and museums with staff ID card Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card Must be authorized to work in the United States on a full-time basis for any employer without sponsorship. Occasional weekend, holiday, comp and overtime hours required as needed. Must work a minimum of two home football games every year in addition to every other Thanksgiving week and/or playoff home football game. Purpose UT Fleet Operations has been nationally recognized as one of "America's 100 Best Fleets" for eight straight years and is an integral part the University of Texas community. Parking and Transportation is looking for an Administrative Assistant to join the UT Fleet Operations team. This group manages all University vehicles, carts, trailers, and equipment along with managing two vehicle repair facilities and adjacent fuel stations. The Fleet Admin will perform administrative tasks supporting the purchase, ownership, care and disposal of a large public fleet, including inventory management, creating preventative maintenance schedules, creating work orders, tag, title and registration, etc. The Fleet Specialist is a self-motivated team player who works well in a fast-paced environment and can efficiently manage multiple projects simultaneously. Responsibilities First point of contact with internal and external customers. Create work orders for technicians and monitor progress of repairs. Review finished work orders for completeness and accuracy and edit as needed. Notify customers when vehicle is ready to be picked up. Handle incoming phone lines. Input and update equipment records in a Fleet database, prepare billing reports and fleet analytics for management review. Send Preventative Maintenance notifications to fleet contacts. Complete tag, title, and registration paperwork and take it to County Tax Assessors Office. Assign and affix registration renewals, inventory stickers, and AVI tags as needed. Reconcile toll tags. Maintain spreadsheets for insurance and inventory reporting. Prepare manifests for tire disposals, fuel deliveries, and battery disposals. Perform credit card reconciliations. Occasionally extended hours for special events. Other related duties as assigned. Required to work at least one home football game per season in addition to the home football game that occurs during Thanksgiving week. Required Qualifications Diploma (High School) with 5 years clerical experience. Working knowledge of Microsoft Office (Word, Excel, PowerPoint). Experience managing multiple spreadsheets and working on databases. Must be able to work independently, be prompt, and show attention to detail. Must be effective communicator and able to multi-task in a fast-paced environment. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelor's degree and five years of experience with advanced administrative functions. Direct experience as the point of contact with internal and external customers. Direct knowledge of automotive repair services. Working knowledge at the intermediate-level Microsoft Office Suite, specifically Outlook, Excel, Word, and PowerPoint. Working knowledge of QuickBooks and university software systems. Previous experience in a fleet management environment. Familiarity with fleet management and fuel management software. Driving Required This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing). Salary Range $44,000 + depending on qualifications, paid overtime Working Conditions Standard office environment May work around electrical and mechanical hazards Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Climbing of ladders Lifting and moving Typical office environment of a repair shop Driving Work Shift Monday - Friday 7:30 AM - 4:00 PM Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter 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. 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.

Created: 2026-03-10