Job Posting Title:

Senior Administrative Associate, Cockrell School of Engineering

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Hiring Department:

Cockrell School of Engineering

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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:

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

UT Austin, recognized by Forbes as one of America’s Best Large Employers, provides outstanding employee benefits and total rewards packages that include:

Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)Voluntary Vision, Dental, Life, and Disability insurance optionsGenerous paid vacation, sick time, and holidaysTeachers Retirement System of Texas, a defined benefit retirement plan, with 7.75% employer matching fundsAdditional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)Flexible spending account options for medical and childcare expensesRobust free training access through LinkedIn Learning plus professional conference opportunitiesTuition assistanceExpansive employee discount program including athletic ticketsFree access to UT Austin's libraries and museums with staff ID cardFree rides on all UT Shuttle and Austin CapMetro buses with staff ID card

Purpose

To assist the executive leadership team of the UT|Portugal Program (Program) with administrative functions as they relate to the Program, to support logistics, execution, and communication of events for the Program, work with the Portugal team to facilitate smooth program execution, and other related administrative functions.

Responsibilities

Administrative Management: Serve as primary point of contact for all administrative Program functions as directed by the Program leadership team. Duties include: 1) Exchange Program – establish procedures and guidelines for hosting student and faculty exchange visitors from Portugal, and for UT exchange visitors traveling to Portugal; communicate guidelines with exchange visitors and UT hosts; coordinate with staff assigned to exchange visit logistics to ensure all aspects have been addressed; and anticipate and secure lodging options for exchange visitors; coordinate and plan the UT|Portugal Internship Symposium 2) Correspondence – manage office correspondence as requested, including communications with various UT and Portuguese stakeholders/collaborators,3) manage event logistics, and 4) Pre- and Post-Award – coordinate with counterparts in Portugal on pre-award solicitations and direct questions to Program leadership for resolution; coordinate with, and support, Cockrell School post-award office to set up Letters of Agreement (LOAs) for funded projects.

Data Management & Reporting: Maintain and organize current data in management systems that will serve the needs of the Program Leadership team and counterparts in Portugal, including Excel. Perform research and develop graphs, charts, spreadsheets, and associated correspondence and presentation materials to communicate results to leadership. Drive documentation and creation of templates, plans, and frameworks for handling new and existing projects to support efforts of streamlining operations. Document, create and refine work flows.

Electronic Record Management: Set up and maintain electronic files of past and current funded awards, LOAs and Amendments to the LOAs by project, and current and past projects/initiatives funded with the UT|Portugal Strategic Investment Fund.

Financials Management & Compliance: Proactively identify necessary contract renewals and agreements, maintain records of receipts and expenses, monitor invoices and track reimbursement in coordination with CSE BOA, and prepare reports on funding forecasts.

Support Centrally-funded Travel: Coordinate and/or execute submittal of Requests for Travel Authorization and reimbursements for travel as directed by Program leadership. 

Required Qualifications

High school diploma or GED with 7 years of experience.

Demonstrated ability to manage multiple tasks and deadlines in a fast-paced and dynamic work environment and establish effective work relationships with various stakeholders.

Detailed oriented, highly organized with strong problem-solving skills; ability to follow through on projects collaboratively and independently.

Previous success working independently and in a team-oriented environment to accomplish goals, implement programs and/or events, make decisions and solve problems effectively.

Excellent written and verbal communication skills.

Excellent attention to detail.

Experience with Microsoft Word, Excel, PowerPoint, and Outlook; and comfort learning new technologies.

Ability to work occasional overtime, with a particular emphasis on supporting after hours events 

Must be able to work with confidential information with discretion.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree and three years of experience in program administration or coordination.

Two years of direct experience creating, coordinating and executing events of all sizes and levels of complexity. 

Salary Range

$55,000 + depending on qualifications

Working Conditions

General office conditions

May work outside usual office hours

Work Shift

Standard work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m.

Work outside of normal business hours may be required on an occasional basis during peak periods.

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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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.