Job Posting Title:

Administrative Assistant

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Hiring Department:

Recreational Sports

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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:

UT MAIN CAMPUS

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Job Details:

PURPOSE: This role involves providing responsible and complex administrative support to a department, requiring initiative and sound judgment. It may include supervising subordinate clerical staff performing routine duties. The position is responsible for advanced administrative tasks supporting a key individual and overseeing the clerical operations of a large unit or a specialized area. Key duties include preparing, maintaining, and posting records, reports, and budget information; approving vouchers and payrolls; collecting and compiling information; and operating or supervising data entry and retrieval systems.

ESSENTIAL JOB FUNCTIONS:

Process a high volume of purchasing and accounting documents, including payment vouchers, interdepartmental transfers, travel reimbursements, refunds, and purchase orders, ensuring all work adheres to university policies and procedures.Serve as the primary point of contact for Sport Club transactions, collaborating closely with Program team members to manage financial operations .Maintain expert knowledge of university policies and procedures while managing departmental accounts and ensuring timely completion of tasks. Translate instructions from technical and administrative supervisors to subordinates.Coordinate accounting and purchasing functions as a contributing member of the Business Services staff, managing routine personnel functions, determining work priorities and schedules, and composing departmental correspondence.Prepare, maintain, and post records, reports, and budget information while approving vouchers, payrolls, and other financial documents.Oversee data entry and retrieval systems, supervise subordinate clerical staff, and coordinate information exchange with other departments as needed.Train new clerical staff, verify student accreditation records or employment credentials, and provide guidance to students on degree plan requirements as needed.

Required Qualifications: A Bachelor’s degree in Accounting, Finance, Business Administration, or a related field is required, along with a minimum of one year of relevant experience in administrative support, purchasing, or financial operations. The candidate must be proficient in Microsoft Office, particularly Excel, Word, and Outlook, and demonstrate the ability to accurately process and reconcile high volumes of purchasing and accounting documents. Strong knowledge of university policies and procedures related to financial transactions and compliance is essential. The candidate must possess excellent verbal and written communication skills, with proven experience serving as a liaison between departments, vendors, or other stakeholders. Additionally, the role requires the ability to work independently with initiative and sound judgment while managing complex administrative tasks.

Preferred Qualifications: A Bachelor’s or Master’s degree in Accounting, Finance, Business Administration, or a related field is preferred. More than one year of relevant experience, particularly in a university or higher education setting, is highly desirable. The ideal candidate will have advanced knowledge of university-specific systems such as Workday, Banner, PeopleSoft, or the DEFINE (Mainframe) system. Experience with process modernization, system implementation, and supervising student staff is also preferred. Strong organizational and problem-solving skills, along with the ability to prioritize work in a fast-paced environment, are an advantage.

Salary: $40,000

Working Conditions and Other requirements:

Adhere to departmental performance standards. Regular and punctual attendance in the workplace is required, and work overtime hours when necessary. Comply with departmental and university policies, procedures, and initiatives, as well as all other university and system rules and regulations. This position is a Campus Security Authority pursuant to the Clery Act and University policy, and a Responsible Employee pursuant to Title IX, SB212, and University policy. It is a security-sensitive position and classified as non-exempt.

Work is performed in standard office conditions with repetitive use of a keyboard at a workstation. The role requires manual dexterity, lifting and moving, and may involve exposure to alarms, large crowds, dust, and noise (including construction noises). There is occasional exposure to chemical fumes.

This position requires the ability to work effectively under pressure, both independently and as part of a team, often managing overlapping projects. The role involves working independently with minimal direction while interacting with a large number of people in a shared office space. The incumbent must maintain cooperative relationships with staff and participants, communicate clearly in both written and verbal formats, and have direct contact with customers. Flexibility, accuracy, creative thinking, and initiative are key to success in this role. The position also calls for the ability to follow supervision, adhere to university and divisional policies, organize time and documents efficiently, multitask, and operate within a complex, fast-paced organizational structure. Additionally, the role involves maintaining professional office attire, making independent decisions, safeguarding confidentiality, demonstrating professionalism, delegating tasks, providing leadership, and supervising others.

Work is in-person on the main campus in Gregory Gym. Hours are Monday – Friday, from 8 AM – 5 PM.

Required Materials:

Resume /CV3 Work references; at least one reference should be from a supervisorLetter 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:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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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.