Job Posting Title:
Administrative Associate
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Hiring Department:
College of Liberal Arts
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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
What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see:
https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards
For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/
Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/
For more information on college staff professional development, please visit:
https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund
Purpose
Serve as primary assistant to the Director and Advisory Council of the Native American and Indigenous Studies Program (NAIS). Provide professional administrative services for NAIS in the areas of finance, communication, event planning, record-keeping, office management, development, and the coordination of academic programs
Responsibilities
- Monitor NAIS email daily - responding promptly to urgent matters and requesting assistance from Director in drafting responses on critical issues. Edit and update NAIS webpage and email lists, communicating and coordinating with other UT academic units and offices, as well as NAIS student organizations and community organizations. Maintain program calendar and schedule meetings and events. Reserve spaces. Attend NAIS staff and Advisory Council meetings, COLA senior staff meetings, and other meetings of strategic interest for the program.
- Maintain and organize files by properly managing all necessary paperwork and correspondence. Draft letters, memos, and prepare forms for signature. Assist in editing NAIS brochures and materials for print. Arrange contracts and services for printing NAIS materials.
- Serve in handling NAIS special projects and initiatives, including coordination of events, travel, reservations, and catering. Assist in development initiatives (fundraising; communication with donors; monitoring of endowments). Plan and coordinate details for guest speakers, including travel arrangements and appointment itineraries. Create and update a calendar of NAIS activities. Design promotional flyers and graphics. Create and distribute digital newsletter. Publicize NAIS events and news through the website, NAIS list servs, UT calendars, social media, and printed flyers.
- Assist NAIS Director in administering academic programs. Organize and update files related to the NAIS Undergraduate Certificate and Graduate Portfolio. Maintain student rosters and alumni lists. Assemble and publish program course lists. Advise students on course requirements and track student progress to certify completion. Coordinate with the COLA Office of Academic Affairs and UT Graduate School to submit course lists and student completion forms. Coordinate with other COLA units on the Race, Indigeneity, and Migration (RIM) major.
- Coordinate with the College of Liberal Arts (COLA) Centralized Business Services (CBS) team to process all NAIS administrative paperwork, including vendor payments, travel documents, reimbursements, scholarships, and grants. Manage department ProCard, ensuring proper use. Record all ProCard expenditures and submit receipts to CBS team in a timely manner.
- Process all international visa packets for internal and visiting professors and scholars, working with the Independent Contractor Tax Services office to obtain all required documentation. Ensure proper and successful payment of all visitors, domestic and international, by working closely with UT Office of Accounting and the International Office.
- Procure and maintain NAIS office infrastructural resources, including phones, printers, and computers, as well as needed supplies. Reassess leasing contracts to best fulfill departments needs and budgetary limitations with new vendors and contracts. Maintain communication with COLA administration and Technology Services. Complete annual inventory certification process. Manage the administration of the budget and monitor accounts, tracking income and expenditures. Assist with special projects and inter-institutional collaborations in organizing budgets, especially for external grants.
- Supervise student workers periodically hired to assist NAIS program, including in the areas of social media and event support.
- Other related functions as assigned.
Required Qualifications
Bachelor’s degree in field related to work to be performed and at least one year experience at the Administrative Assistant level. Excellent and demonstrated oral and written communication skills, organizational skills, and attention to detail. Professional demeanor. Ability to maintain punctual, dependable hours on a regular basis. Ability to accurately complete projects and meet deadlines without excessive oversight.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
More than one year of administrative experience. Familiarity with university policies and procedures. Some level of proficiency in Spanish. Experience working successfully with students, faculty, and visitors.
Salary Range
$52,500 + depending on qualifications
Working Conditions
- Typical office environment
- Occasional weekend and evening work to meet deadlines
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:
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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.
