Job Posting Title:

Administrative Associate – Provost’s Office Business Services

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Hiring Department:

Resource Management

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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

The Provost’s Office Business Services team seeks support for procurement, travel, cash handling, and general administration. The ideal candidate will be detail-oriented, organized, and dedicated to providing great service. This is an excellent opportunity for those interested in learning a variety of business processes in a fast-paced environment.

Responsibilities

Procurement and Travel

Facilitate the procurement of goods and services ensuring compliance with university and departmental policies and procedures. Follow good practices when acting on requests.Receive, monitor, and update requests in ticketing/tracking systems. Ensure timely action and that service levels are maintained. Communicate effectively with requestors and vendors. Resolve issues that may emerge.Obtain quotes/bids; collaborate with central offices on requests for proposals. Prepare exclusive acquisition and best value justifications. Assist requestors in completing Official Occasion Expenses Forms (OOEFs). Prepare Employee/Independent Contractor Classification Checklists.Set up vendors in university accounting system. Obtain payee information formsComplete contract templates and/or draft contracts, MOUs, and other agreements. Identify GPOs, state contracts, and UT agreements to facilitate customer purchases. Submit contracts through Contracts+.Prepare purchase orders and purchase order changes. Process UT Market purchases. Serve as purchasing card holder and process Amazon Business Prime orders.Prepare travel authorization forms and updates include request for travel authorizations (RTAs) and Non-Employee Travel Authorization (NETA) forms.Assist with set up of group travel arrangements as assigned.Advise travelers of university and departmental policies and procedures.Serve as Hotel, Meeting, and Event cardholder. 

Scholarships and Cash Advances

Prepare scholarship award documents and cash prizes as assigned.Create, monitor and reconcile cash advances and participant fee requests.

Cash Handling

Process checks using proper cash handling protocols. Update logs.Review documentation highlighting any restrictions and purpose.Ensure checks and credit card payments are posted to the correct account in a timely manner meeting service level expectations.

Administration and Continuous Improvement

Ensure records are complete, accurate, and managed according to university record management protocols.Provide administrative support as assigned.Maintain an expert level of knowledge of university and unit policies and procedures including Certified Texas Contract Manager (CTCM) certification.Engage in the continuous improvement of processes, procedures, and systems.

Additional Duties

Process payment vouchers as assigned.Serve as back up to EVPP Business Affairs colleagues as needed. Develop robust understanding of procurement, payment, receivable, and scholarship operations.Other related functions as assigned.

Required QualificationsHigh school graduation or GED and five years of experience performing clerical or administrative support, or Bachelor’s degree and 1 year of performing clerical or administrative support.Highly organized and capable of tracking and managing multiple tasks and deadlines.Basic understanding of Office Suite and Outlook and Adobe.Comfortable navigating and using new computer software.Demonstrated excellent interpersonal and written and oral communication skills.Ability to work as part of a team and independently with little supervision.Detail oriented.Exceptional customer service skills.Relevant education and experience may be substituted as appropriate.

Relevant education and experience may be substituted as appropriate.

Preferred QualificationsExperience with UT purchasing, payment, travel or cash handling, policies and processes.Knowledge of DEFINE and UT Market.Ability to exercise sound judgment, tact, and discretion with handling sensitive and confidential information.Ability to operate creatively, collegially, and effectively in a complex academic and business environment across all levels.Able to handle heavy workload during peak periods.

Salary Range

$45,000 + depending on qualifications

Working ConditionsStandard office conditionsRepetitive use of keyboardThis position is located on-site in Austin, Texas, and may be eligible for seasonal flexible work arrangements with supervisor approval.Work hours are between 7 am and 6 pm as scheduled with supervisorOvertime and weekend hours may be required during peak periods

Required Materials

Resume/CV

3 work references with their contact information; 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.