Job Posting Title:

Administrative Associate - Women in STEM

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Hiring Department:

Undergraduate College

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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:

Oct 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

WiSTEM is externally funded through partnerships with sponsoring companies, organizations, foundations, alumni giving, and other funding sources. Must be eligible to work in the United States on a full-time basis for any employer.

Position Purpose

The WiSTEM Administrative Associate will provide comprehensive administrative and business operations support for WiSTEM’s university-wide outreach, recruitment, and retention programs for pre-college and undergraduate STEM students. WiSTEM programs aim to enhance STEM identity, self-efficacy, and a sense of belonging, ultimately leading to increased retention, graduation rates, advancement to graduate school, and persistence in the STEM workforce. This role involves various clerical, administrative, and project-based tasks to ensure efficient office operation.

ResponsibilitiesSupport all aspects of WiSTEM business operations such as gift processing, invoicing and bill paying, student staff hiring, processing travel reimbursements, room reservation management, supplies inventory and ordering, business contracts, and grant accounting.Maintain accurate records and files, ensuring confidentiality and compliance with university policies.Work with university departments and external partners to advance WiSTEM business operations.Manage multiple projects simultaneously, maintaining timely, ethical, and professional standards.

Required QualificationsBachelor'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.Proficiency with Microsoft Office applications.Attention to detail and ability to handle concurrent projects, organize priorities, and meet deadlines.Ability to take initiative and work as a team member without day-to-day supervision.Professional demeanor in written and interpersonal communications.Discretion and confidentiality in business dealings.

Relevant education and experience may be substituted as appropriate.

Preferred QualificationsMore than the required years of experience working at UT Austin.Experience with Define (VPE, VP1, VP2, VP7, VT6, VTA, VC1), FRMS, Point Plus, UT Market, Amazon Business, room reservations, OOEF, DocuSign, Workday and VIP systems.Experience managing travel arrangements, creating RTA documents and travel payment vouchers.Experience with event planning, logistics management, and project management.Knowledge of university structure, policies, rules, and procedures, including accounting policies.

Salary Range

$45,000 + depending on qualifications

Working Conditions

This is an in-person, on-campus position with regular workdays and business hours from Monday to Friday.The role requires working in a small team environment with frequent interruptions and distractions.Occasional weekend and evening work is required.

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.