Job Posting Title:

Administrative Associate

----

Hiring Department:

College of Liberal Arts

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

General Notes

This position provides life/work balance with a 40-hour, typical work week. An on-campus presence is required for this position. Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Join Liberal Arts Instructional Technology Services (https://liberalarts.utexas.edu/laits/), a unique service department dedicated to creating, maintaining, and promoting technology within the College of Liberal Arts at The University of Texas at Austin. LAITS provides the university with expert-level computer support, classroom support, technology integration, facility management, project management, software development, server management, online course production, and audio/video services.

UT Austin offers a competitive benefits package (https://hr.utexas.edu/prospective) that includes:

100% employer-paid basic medical coverage for employeeOptional medical insurance for employee’s dependents - up to 50% employer-paidOptional dental, vision, and term life insurance for employees and dependentsPaid holiday time off each year; state legislature determines the number of holidays12 days of paid vacation time off per year for new employees12 days of paid sick leave per yearEmployer contribution to Teacher Retirement System (TRS)Staff Tuition Assistance ProgramAccess to Recreation & Health Facilities

Purpose

This entry-level position will be an integral member of a small administrative team that provides various types of administrative support for Liberal Arts ITS (LAITS). As part of the LAITS Admin Team, this position will assist with running the department's front office. Additionally, this position will be cross-trained in numerous areas, including procurement, human resources, accounts payable/receivable, asset management, university policies, and other administrative functions.

Responsibilities

Provide front office administrative support to Liberal Arts ITS and Texas Politics Project. Serve as receptionist in main office by answering telephone calls, greeting visitors, receiving deliveries, and fielding requests from instructors, students, staff, and vendors. Maintain a clean, accessible, and functional office with organized filing, well-stocked supplies, and operative facilities and equipment.  Assist with water deliveries, scheduling, restocking, and receiving for main office and other locations. Monitor departmental calendars for space reservations and staff absences. Provide departmental access to software tools. Update Wiki Resource Page and edit departmental website/staff page.

Process vendor payments, interdepartmental service charges, travel vouchers, and income deposits among other business procedures using UT Mainframe.

Purchase multimedia equipment, computers, software, and services. Update purchase log with purchase order and online order data. Coordinate and communicate with requesters concerning shipping updates. Assist with computer value repair evaluations/cost estimates. Assist with ProCard purchases and reconciliations.

Process personnel transactions, onboarding and background checks for student employees using Workday. Assist with communications with students and their supervisors regarding hourly payroll, timesheets, and semester work assignments. 

Assist department with managing its Liberal Arts Adobe software license program including procurement, billing, and customer support.

Assist with inventory asset transfers, record keeping, and annual inventory certification process.  Surveying classrooms, departmental spaces, and other campus locations for inventory assets.

Assist the Mezes building manager with day-to-day operations concerning building safety/security, classroom access, and work order requests from Facilities/Custodial services.

Assist the Director of Administrative Operations with projects as assigned.

Required Qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level.

Demonstrated attention to detail.

Excellent interpersonal and written communication skills.

Ability to multitask and manage competing priorities in an environment with frequent interruptions.

Ability to accomplish tasks requiring phone calls, instant message tools, emails, or face-to-face interactions.

Ability to follow directions and learn new processes.

Ability to work proactively with minimal supervision.

Competency with Microsoft Office software applications.

Competency with navigating websites and utilizing cloud based files.

Skilled at typing.

Professional demeanor.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree.

Demonstrated ability to communicate effectively with audiences with varying communication styles.

Demonstrated ability to collaborate with other teams or outside organizations.

Demonstrated ability to use multiple software, browser tools, and desktop applications in tandem to accomplish administrative goals.

Work experience providing excellent customer service.

Work experience with data entry or file management.

Work experience purchasing for a business/organization.

Work experience that involves paying invoices.

Work experience sending professional email communications to staff or customers.

Work experience which required learning a new software product.

Work experience in a university setting or providing services to a university or college.

Salary Range

$45,000

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at a workstation.

Climbing of stairs.

Lifting and moving.

Occasional use of hand-truck or dolly to move packages, boxes, or 5-gallon water bottles.

Occasional use of cleaning solutions and tools.

On-campus work is required.

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.

----

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 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.

----

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 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.

----

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]

----

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.