Job Posting Title:
Senior Administrative Associate, Office of the Vice President for Research, Scholarship, and Creative Endeavors
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Hiring Department:
Office of the Vice President for Research, Scholarship and Creative Endeavors
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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
The mission of the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at UT Austin. We are committed to building capacity, promoting interdisciplinary collaboration, and lowering the barriers and burden involved in scientific and creative inquiry through the development of an investigator-focused infrastructure that supports the needs of UT Austin's research enterprise.
UT Austin offers a competitive benefits package that includes:
Please visit our Human Resources (HR) website to learn more about the total benefits offered.
Purpose
This position will serve as Senior Administrative Associate for the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR). Serve as the OVPR Receptionist and support administrative needs of the portfolio, including specific support to the Office of Research Support and Compliance (ORSC).
Responsibilities
Provides customer-focused receptionist support for the OVPR, including answering incoming phone calls and greeting visitors with a friendly, professional demeanor. Provides front lobby coverage during business hours. Logs and distributes mail.
Ensures common areas and meeting rooms in OVPR suite are clean throughout the day.
Provides professional administrative support for the Office of Research Support and Compliance. Monitors the ORSC email inbox, phone line and mail. Supports ORSC virtual office hours and scheduling of ORSC staff meetings and compliance committee meetings, including room reservations, meeting preparation, catering, ordering parking permits, etc. Supports document retention and destruction requirements and administrative needs related to ORSC systems access and use. Processes and ensures timely submission of RTA’s (VE5), travel arrangements, and travel reimbursements (VP5) for ORSC staff. Monitors and purchases office supplies, coordinates computer equipment shipments, and reconciles ORSC ProCard (VP7) and e-ship global documents (VP9). Responsible for the annual inventory certification.
Supports calendaring and scheduling of appointments and meetings for Associate Vice President for Research Support and Compliance. Coordinates logistics of meeting organization including room scheduling and set-up, assembly of meeting materials and hosting on-site.
Supports logistical needs of OVPR business meetings, including catering and coordination of parking permits. Receive deliveries, coordinate pick up with the recipients, and process payments to vendors.
Assists with OVPR projects and other duties, as assigned.
Required Qualifications
High school graduation or GED, plus seven years of administrative experience.
Proficiency with Microsoft Office Suite applications including but not limited to Word, Excel, and Outlook, Adobe Acrobat.
Professional demeanor. Excellent teamwork skills.
Exceptional attention to detail.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Bachelor’s degree and five years of administrative experience.
Competency with UT programs.
Experience working in a university environment and/or providing direct customer service.
Demonstrated excellent organizational and communication skills.
Salary Range
$47,000 + depending on qualifications
Working Conditions
May work around standard office conditions
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Lift and move standard office files, supplies and computing hardware
Work in-person Monday-Friday, from 8 am – 5 pm
Required Materials
Please mark "yes" on the application for required materials. Failure to attach all additional materials listed may affect candidates being considered for the position.
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.Human Resources (HR) website
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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.
