Job Posting Title:
Administrative Associate
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Hiring Department:
Campus Operations
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:
General Notes
Join the Operational Safety and Compliance office at UT Austin, where we foster a secure environment for the university's academic and research endeavors. Our office oversees Environmental Health and Safety, Fire Prevention Services, and the Building Compliance and Technical Review Team. This position contributes to enhancing operational excellence and the student experience at the university. Seeking an organized individual with strong initiative, capable of independently managing multiple tasks while proactively identifying areas for improvement and taking action without constant supervision. This position is on-site at the main campus in downtown Austin and supports those who plan for, mitigate, and respond to emergency situations.
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 contribute to operational excellence and enhance 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 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.
- Tuition assistance
- 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
- For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.
For more information on Environmental Health and Safety, Visit the Operational Safety and Compliance Office Website
Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.
Security sensitive; Criminal background check conducted on selected applicant. Hiring decision is contingent on applicant clearing check. This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code §51.215. Applications will be reviewed online by the hiring department.
Purpose
Provide administrative support to staff to include, but not limited to, document management, travel arrangements, procurement, invoicing (payables), and billing (receivables).
Responsibilities
- Clerical. Provides records management and processing including document coding, filing, and records disposal requests. Maintain SharePoint sites and provide guidance on file management, especially records relating to building inspections. Provides research and data within assigned department(s). Track training and update standard operating procedures. Creates and routes documents through DocuSign to include OOEFs and invoices. Provide clerical support as needed.
- Purchasing. Processes approved requisitions following university policies and procedures using purchase orders, online accounts, or ProCard as needed.
- Invoicing. Receive, review, and submit invoices for payment using Tracker. Respond to issues as they arise and communicate with staff when additional information or corrections are needed. Follow up with issues promptly.
- Travel. Makes lodging and transportation arrangements on behalf of staff with approved request. Communicates with staff when needed to resolve issues that may arise. Administers travel credit card and reconciles account monthly.
- Inventory. Assist with annual physical inventory. Submit updates through UT's inventory system, CCART.
- Front Office. Provide backup to front office admin when they are unavailable by answering phones, greeting visitors, receiving and distributing mail. Order office supplies on behalf of departments.
Required Qualifications
Bachelor's degree and one year of experience at the Administrative Assistant level, or high school diploma or GED and five years of clerical experience, including one year of experience at the Administrative Assistant level. Strong organizational skills. Ability to work independently and on multiple tasks, and within a team under pressure of strict deadlines with high level of accuracy. Data entry and problem solving skills. Proficient with MS Office (Outlook, Word, Excel), SharePoint, and DocuSign. Familiar with financial and accounting software, terminology, and concepts. Positive attitude and friendly demeanor.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Bachelor's degree in business or related field and two years at the Administrative Associate level. Working knowledge of University financial and administrative systems including but not limited to *DEFINE, COGNOS, UT Works, Point Plus, FRMS, CCART, Request Forms System, UT Box, UT Market, etc. Experience working in higher education within a service-oriented unit.
Salary Range
$45,000 + depending on qualifications
Working Conditions
Environmental Demands:
- May work around standard office conditions
Physical Tasks:
- Repetitive use of a keyboard at a workstation
- Use of manual dexterity
- Climbing of stairs
- Climbing of ladders
- Lifting and moving
Additional Working Conditions:
- May be required to work in confined spaces, manholes, tunnels, elevated work, extended shifts including nights, weekends, and holidays.
- Considerable walking, standing, squatting, stooping, and moving of heavy materials and equipment in all weather conditions.
- May be exposed to loud noise, high dust and allergen levels.
- May be required to lift up to 50 lbs. Often required to twist, grasp, push, pull and bend.
- Drive University vehicles. Maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4.
Work Shift
40 Hour Work Week Schedule; Monday-Friday, 08:00 AM – 05:00 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.
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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.
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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.
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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:
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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.
