Administrative Associate

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

This position will provide high-level administrative support to the Department of Educational Psychology with a customer service emphasis as a staff team member in a large academic department. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

• Serve as a ProCard holder and process/reconcile ProCard. Ensure payments are accurate and processed efficiently to meet University payment deadlines.

• Coordinate and process purchasing for EDP, including but not limited to UT Market, PointPlus, Amazon, and Procurement Card transactions. Process PIFs and GGV documents as needed.Serve as the primary point of contact and resource on University purchasing policies and procedures, ensuring compliance and advising faculty/student/staff as needed. Act as liaison with the Office of Accounting, Purchasing, Accounts Payable, and external vendors. May process a high volume of transactions under tight deadlines.

• Responsible for processing faculty/student/staff travel authorizations, reimbursements, OOEF, entertainment expenses and payment documents. Handle departmental voucher processing (including but not limited to VP1, VP2, VPE, VP5, VP7, VC1, correction vouchers, wire transfers) and other accounting documents as needed. Work with vendors to resolve invoicing errors/issues.Ensure compliance with University policies and procedures and monitor documents through final approval. May process a high volume of documents under tight deadlines.

• Coordinate support for internal-funded projects to include issuing participant incentives and reconciliations. Manage cash advance requests, supporting documentation and reconciliations. Assist faculty with contract submission and track expiration timeline.

• Maintain departmental equipment inventory database. Conduct annual equipment inventory and prepare reports for submission. Receive deliveries and retrieve mail.

• Other duties as assigned.

• Bachelor's degree plus three years' experience at the Administrative Assistant level, or High School Diploma/GED plus seven years of work experience.

• A professional and friendly demeanor with faculty, staff, students, and the public.

• Excellent written and oral communication.

• Accuracy in all phases of work.

• Ability to work independently and meet deadlines with limited supervision.

Relevant education and experience may be substituted as appropriate.

• Demonstrated ability to work as a member of a team in a dynamic environment and a commitment to service excellence.

• Knowledgeable of university resources, policies, and business systems.

• Knowledgeable of the University's procurement, payment, and audit processes.

• Proficiency in Excel, FRMS, UT Direct, prior experience as a ProCard holder and DEFINE.

$52,000 + depending on qualifications

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

• Flexible Work Arrangement Available

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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 and 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.