Job Posting Title:

Administrative Associate

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Hiring Department:

Moody College of Communication

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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 purpose of this position is to provide comprehensive administrative support to the Knight Center for Journalism in the Americas in the Moody College of Communication.

Responsibilities

Assists the Knight Center leadership with travel and scheduling of appointments, and help manage communications. Greets visitors, answers telephone, and manages and orders supplies for the Center.

Completes APS, Independent Contractor, PIF, and other university required forms for consultants in a timely fashion. Perform all university required steps for contractual agreements and track process through completion.

Maintains up-to-date knowledge of and documentation of all processes and practices in areas of responsibility. Works with School of Journalism staff and Moody College of Communication staff to follow appropriate procedures.

Manages all procurement duties for the Knight Center by assisting with Pro-Card transactions and reconciliations, creating purchasing documents using DEFINE and POINT PLUS, processing all payment vouchers, entertainment expenditures, OOEFs, deposits, etc.

Oversees the registration and logistics for Knight Center events by obtaining pricing quotes, developing menu options, securing hotel room blocks, working with a travel agent to coordinate flights, managing and ordering supplies, and tracking related expenses.

Other related functions as assigned.

Required Qualifications

Bachelor's degree and at least one year of experience with administrative and business functions — or high school diploma and three years of clerical experience.

Excellent organizational skills and attention to detail. Demonstrated ability to manage concurrent projects while proactively communicating with stakeholders. Professional demeanor, along with excellent oral and written communication skills. Strong interpersonal skills and problem solving skills. Ability to maintain punctual, dependable hours on a regular basis. Proficiency in Microsoft Office applications (e.g., Outlook, Excel, Word and PowerPoint).

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience in a UT academic department. Experience with UT procedures and policies, and processing UT documents, including UT mainframe and web-based documents for budget, accounting, and human resources. Fluent or conversant in Spanish and/or Portuguese.

Salary Range

$46,000

Working Conditions

Standard office conditions. Repetitive use of a keyboard at a workstation. Use of manual dexterity. Additional evening and weekend hours as needed for special events.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter 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.