Job Posting Title:

Administrative Associate for Partnership and Strategic Initiatives

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Hiring Department:

University Housing and Dining

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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:

Jul 04, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

BENEFITS: UT Austin offers a competitive benefits package that includes:  

100% employer-paid basic medical coverage 

Free Capital Metro bus rides

Retirement contributions  

Paid vacation, sick time, and holidays

Career growth and professional development

Please visit our Human Resources (HR) website at https://hr.utexas.edu/  to learn more about the total benefits offered when you join our team!

Purpose

The Administrative Associate for Partnerships and Strategic Initiatives (PSI) within University Housing and Dining (UHD) provides comprehensive administrative support for the PSI team. This includes (but is not limited to) office operations, meeting and event logistics coordination, budget tracking, policy compliance, and other duties as assigned. The Administrative Associate reports to the Director of Residential Partnerships and Strategic Initiatives.

Responsibilities

Coordinate logistics for meetings, conferences, and events hosted by the PSI team, including scheduling, room reservations, catering arrangements, and technology setup. Ensure compliance with university policies, procedures, and regulations related to financial transactions, procurement, and event planning. Organize and complete administrative functions for the PSI team. This includes completing and submitting professional card (pro-card) logs, creating and submitting official occasions and other expense forms (OOEFs), managing calendars, scheduling meetings with campus partners, assisting with travel accommodations and processes, and monitoring expenses. Prepares materials for meetings. Works with confidential and time-sensitive materials. Stay informed about relevant policies and procedures (i.e. credit card use, travel card use, and purchasing), communicating updates to the PSI team as necessary. Maintain accurate records and documentation to support compliance efforts. Perform other duties as assigned by the Director.

Manage day-to-day office operations for the PSI team within University Housing and Dining. Oversee office operations, including managing supplies, equipment, and facilities, and assisting with budget tracking and expense reconciliation. Maintain databases and tracking systems to organize information related to partnerships, strategic initiatives, and other relevant activities. Assist students with inquiries, requests, and concerns related to residence life policies, procedures, and services, demonstrating a commitment to student success and well-being. Assist with special projects and initiatives as assigned, demonstrating flexibility and adaptability to changing priorities.

Provides service for internal stakeholders. Collaborate effectively with other departments within University Housing and Dining. Participate in centralized UHD planning and efforts as needed.  Serve on departmental committees as needed. Provide support for residence life search processes. Assist with the preparation and distribution of communications, reports, and presentations on behalf of the PSI team, ensuring professionalism and accuracy. Serve as a point of contact for campus and community partners. Communicate professionally with external partners, vendors, and community members to facilitate partnerships and collaborations. Foster a positive work environment, promoting teamwork, mutual respect, and open communication.

Stay current with industry trends, best practices, and emerging technologies relevant to administrative support and strategic initiatives in higher education. Seek opportunities for professional development and skill enhancement to improve job performance and contribute to the overall success of the PSI team.

Required Qualifications

At least 5 years clerical experience with a High School Diploma or at least 1 year experience at the Administrative Assistant level with a Bachelor's Degree.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Three (3) years of experience working full-time in an educational setting.

Experience working in a customer service setting.

Experience managing and/or working with business accounts and purchasing.

Experience organizing and managing office supply inventory.

Experience working in a high-energy, fast-paced environment.

Salary Range

$43,500+ depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of keyboard at a workstation

Climbing stairs

Lifting and moving

Work Shift

Monday-Friday, 8:00AM-5:00PM. Work hours and schedule may vary to include nights and weekends based on business needs.

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.