Senior Administrative Associate

Company: University of Texas at Austin
Location: Austin
Posted on: May 3, 2025

Job Description:

Job Posting Title:Senior Administrative Associate----Hiring Department:Department of Mexican American and Latino/a Studies----Position Open To:All Applicants----Weekly Scheduled Hours:40----FLSA Status:Non-Exempt----Earliest Start Date:May 15, 2025----Position Duration:Expected to Continue----Location:UT MAIN CAMPUS----Job Details:General NotesWhat benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: and . For more information about the College of Liberal Arts, please visit: . Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:. For more information on college staff professional development, please visit:. PurposeServes as the primary customer service, financial, and administrative point of contact for the unit and stakeholders within and outside the University.Responsibilities

• Manage and process financial needs of unit, such as front-end expense approval, invoice review and payment, contracts, purchases, and overall expense management, including budget monitoring and forecasting, reallocation, and financial reporting. Review invoices for purchases of goods and services, confirm receipt, and process and approve payment vouchers. Serve as the procurement officer, including using the various methods for purchasing equipment, goods, and services. Create, authorize, and verify all internal requisitions for accuracy, account numbers, and compliance with purchasing rules. Gather and organize appropriate documentation ensuring compliance with state, local, and grant accounts. Liaise with central UT Accounting and other appropriate university departments as needed. Manage a database to track executed contracts, authorizations, payments, and renewals. Serve as unit ProCard holder, including purchasing and reconciliation.
• Provide administrative support to leadership on tasks such as email correspondence, meeting scheduling, planning, note-taking, and follow-up; calendar management; unit communications; presentation materials; and administrative coordination of unit programs and initiatives. Manage day-to-day tasks including telephone and visitor reception, managing inquiries, requests, and accommodations with executive-level professionalism. Plan and prepare for visits from official guests. Coordinate travel for unit staff and visitors as appropriate, including creating and revising itineraries, preparing appropriate paperwork, booking travel and accommodations, and processing reimbursements.
• Serve as the primary human resource partner and process staff and student appointments, including recruitment, support to hiring committee, appointment processing, new employee onboarding and separations, and personnel records maintenance. Hire, supervise and evaluate student employees.
• Use appropriate tools to organize and track a variety of unit information and maintain unit records, including publication certification, mailing/contact lists, trainee records, research affiliate appointment records, unit sponsorships, equipment inventory, and unit activity records.
• Establish and document standard operating procedures for routine/repeatable activities; stay up-to-date on College/University policies and procedures; ensure easy access to policy and procedural information for staff through communication and documentation.
• Provide support for special events, conferences, trainings, workshops, public speaking engagements, and related functions.
• Other related functions as assignedRequired Qualifications
  • Clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level with a High School Diploma or GED: At least 7 years
  • Clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level with a Bachelor's Degree: At least 3 years
  • A demonstrated high level of proficiency in the use of document and budget preparation software, including Adobe Acrobat Professional and Microsoft Office (Word, Excel).
  • Demonstrated ability to: communicate (written and verbal) and interact skillfully with staff and faculty; work both as a team member and independently without continuous supervision; work with overlapping projects and with sensitive and confidential information; adapt to a dynamic and deadline-driven, customer service-oriented environment. Demonstrated high level of organizational skills and attentiveness to detail.Preferred Qualifications
    • More than the required experience with UT systems - Define, Workday, FRMS, Point Plus, UT Market, etc.
    • Experience working in a university setting.Salary Range$55,000+ depending on qualificationsWorking Conditions
      • May work around standard office conditions
      • Repetitive use of a keyboard at a workstation
      • Occasional weekend, overtime and evening work to meet deadlinesRequired Materials
        • Resume/CV
        • 3 work references with their contact information; at least one reference should be from a supervisor
        • Letter of interestImportantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.----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.----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.----Background Checks:A criminal history background check will be required for finalist(s) under consideration for this position.----Equal Opportunity Employer:The University of Texas at Austin, as an ,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.----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.----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 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.----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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          • [PDF]----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 .The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

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