Job Posting Title:

Administrative Associate

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Hiring Department:

Department of Asian Studies

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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:

Jun 20, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

Provide accounting administrative support to an academic department within the College of Liberal Arts. To advance our core mission of fostering wellness, belonging, and success for all students.

ResponsibilitiesResponsible for many complex office decisions in a small department, with little direction, and for supplying financial and other factual information from a variety of sources.  Develops, schedules and plans work assignments.   Assigns tasks and evaluates job progress. Issues section rules. Reads and answers correspondence.  Conducts personal interviews without referring to the administrator. Dictates memoranda, checks reports or manuscripts for accuracy, edits speech drafts, and proofreads out-going correspondence.  Gathers or supervises the compilation of information from a number of sources.  Refers pertinent information to the administrator.  Coordinates work with other campus departments.  May review statistics, drafts annual reports, and prepares charts, graphs, and administrative reports, as required.Maintain accounts payable processing – including processing of invoices, pro-cards, and reimbursements, (VP1’s, VP2’s, VP7’s, VPE’s). VT6 Correction documents; Account transfers (FRMS); Official Occasional Expense Reports (OOEF).Create and maintain Excel spreadsheets for (budget planning and monitoring) endowments, program grants, events, individual research accounts, faculty travel grants, professional development grants; Purchase Orders - UT Market (Buyer Today’s Business Solutions, Campus Computer store).Travel coordination - including processing of RTAs prior to travel, advising travelers on travel policies and reimbursement requirements as needed, arranging flight and hotel reservations as needed, and processing travel reimbursement vouchers and honorarium payments; SS1 processing of undergraduate scholarship awards; Department inventory; Wire transfers.Back-up receptionist.Performs related duties as required.

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Required Qualifications

High school diploma or GED and five years' administrative support experience. Each year of college (30 semester hours) may substitute for one year of the required experience on a year-for-year basis, up to a maximum of two years of substituted experience. Knowledge of general office practices and administrative procedures. Strong organization skills. Strong communication skills. Ability to manage a variety of tasks. Ability to use standard office equipment and software. Adheres to a high degree of accuracy with strong attention to details.

Preferred Qualifications

Bachelor degree with three years of administrative experience.

Salary Range

$48,000 + depending on qualifications

Working Conditions

May work around standard office conditions. Repetitive use of a keyboard at a workstation

Required MaterialsResume/CV3 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.