Job Posting Title:
Administrative Associate
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Hiring Department:
Dell Medical School
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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:
Apr 25, 2025
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:
General Notes
The Office of Information Technology at the Dell Medical School is seeking a full time Administrative Associate to handle purchasing, payments, travel and some event coordination.
Purpose
This role is responsible for providing administrative support to the Dell Medical School IT Business Office through travel, reimbursements, payments, purchase orders, and document tracking. Work should be completed in a timely manner and following UT’s guidelines, policies and procedures. The Administrative Associate will work closely with the Senior Administrative Associate, UT Main Campus, and the Dell Medical School Finance Office.
Responsibilities
ITBO Accounts Payable: Act as the primary resource for processing vendor payments, staff expenses, and any accounts payable matters. Utilize existing UT’s DEFINE system to process payment vouchers and reimburse UT employees for business expenses. Track all vouchers and POs on spreadsheets.
ITBO Purchasing: Assist with procurement. Utilize UT Market, PointPlus, and UT’s Pro-card to process orders for department. Serve as contracts backup to Sr. Administrative Associate.
ITBO Travel Specialist: Facilitate travel arrangements for IT managers and staff when needed. Process RTA approval requests, and travel reimbursements. Create VE5 documents in DEFINE prior to travel and create VP5 reimbursement documents after travel. Keep track of all documentation and statuses on spreadsheets.
ITBO Event Assistance: Process department OOEF's and assists ITBO Major Projects Administrator, Executive Assistant and Senior Administrative Associate with events as needed for backup. Process all department expenses post event. Backup event planning to Special Projects-Communications Coordinator and ITBO EA - arrange catering, rooms, and logistics for successful events.
Other Duties as Assigned: Assist the Executive Assistant and Sr. Administrative Associate with tasks and projects as needed. Support other department administrative office staff by assisting with various projects, serving as back up to Executive Assistant and Senior Administrative Associate as needed. Monitor and purchase office supplies.
Required Qualifications
Bachelor'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, preferably with the University of Texas administrative support systems. Detail-oriented self-starter with strong organizational, analytical, multi-tasking, and time management skills. Excellent analytical skills, problem solving ability and strong critical thinking skills. Ability to work flexibly in a fast-paced environment. Excellent written and verbal communication skills. Ability to work independently and as part of a team. Proficiency with MS Office Suite (Word, Excel, PowerPoint). Ability to interact and maintain productive working relationships with a varied population of Dell Med IT directors and staff and maintain a positive professional demeanor.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience using UT mainframe system, PointPlus, UT Market and Pro-cards. Proficient with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint. Experience with Microsoft SharePoint.
Salary Range
$45,000+ depending on qualifications
Working Conditions
May work around standard office conditions.
Repetitive use of a keyboard at a workstation.
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.
