Senior Administrative Associate

Non-Exempt

Immediately

Salary commensurate with experience

40 hours weekly

Office of the Director of Police

A resume and letter of interest is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

For more than 140 years, The University of Texas System has improved the lives of Texans - and people all over the world - through education, health care, and research. The System consists of nine academic institutions, five health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 116,000 faculty, health care professionals, researchers, support staff, and student workers.

The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System's fourteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives - not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do. To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

Provide general administrative support to a department or group of professionals. (Work is performed under general supervision and requires independence and discretion.) Research a wide variety of information requests and prepare and analyze trends and status reports, drawing data from a variety of sources both within and outside the department. Route or answer routine correspondence and maintain confidential department records and files. Assist in the formulation of the department budget, business planning, and related planning functions, interacting with customers, suppliers, or employees outside the immediate work area.

• Administration: Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.
• Correspondence: Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.
• Data Collection and Analysis: Collate and analyze data using preset tools, methods, and formats. Involves working independently.
• Insights and Reporting: Extract and combine data to generate standard reports.
• Document Preparation: Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
• Business Meetings/Events Arrangement: Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.
• Work Scheduling and Allocation: Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.
• Operational Compliance: Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
• Procurement: Support others by carrying out a range of procurement activities. Involves following established procedures.
• Budgeting: Monitor and analyze data using budgeting systems and protocols.
• Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

• Verbal Communication: Works with full competence to express ideas, request actions, formulate plans, & policies by means of clear and effective verbal communications.
• Computer Skills: Works with full competence to understand and effectively use standard office equipment and standard software packages to support business processes.
• Numerical Skills: Works with full competence to understand numerical concepts and use them to carry out mathematical operations e.g. in order to analyze reports.
• Reporting: Works with full competence to create reports for various audiences as relevant, in a lucid and effective manner, keeping in mind the purpose of reports.
• Planning and Organizing: Works at an intermediate level to plan, organize, prioritize and oversee activities to efficiently meet objectives.
• Review and Reporting: Works with full competence to create reports, and review reports created by others, for various audiences as relevant, in a lucid and effective manner, keeping in mind the purpose of reports.
• Calendar and Scheduling: Works at an intermediate level to utilize calendar and scheduling tools.
• Database Reporting: Works with full competence to use database reporting tools and techniques.
• Data Collection and Analysis: Works with full competence to determine and analyze trends from data that is collected to assist in compiling reports that will help in decision-making.

• Bachelor's Degree, OR
• Associate's Degree and 2 Years of experience, OR
• HS Diploma or GED and 4 Years of experience

• Records management and database experience

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Use of manual dexterity.
• Lifting and moving objects.
• 10% Travel
• Requires occasional evening or weekend hours

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to a minimum of 20 hours per week and at least 135 days in length. Participation in TRS is mandatory.

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

The University of Texas System Administration is a federal contractor committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws.

For information on accommodations for individuals with disabilities, please contact the Office of Talent and Innovation at oti@utsystem.edu.